Enterprise by HansaWorld 7.1 140116

Integrated Accounting,
CRM and ERP System for
Mac OS X, Windows,
Linux, iOS, Android and AIX
Introduction to Enterprise by HansaWorld
Installation, Working Environment, Getting Started
Program version: 7.1 140116
© 2014 HansaWorld Ireland Limited, Dublin, Ireland
Preface
The Enterprise by HansaWorld range of products contains a number of powerful
accounting, CRM and ERP systems for the Windows, Mac OS X, Linux, iOS,
Android and AIX environments.
The programs are designed to make administration and accounting as easy and
fast as possible. They are similar in operation regardless of platform. In the
specific areas where there are significant differences, these are described and
illustrated in full. In all other cases illustrations are taken from the Windows 7
version.
Text in square brackets - [Save], [Cancel] - refers to buttons on screen.
Information in this document is subject to change without notice and does not
represent a commitment on the part of HansaWorld. The Software described in
this document is a sophisticated information management system. Features are
liable to alteration without notice. This documentation is not intended as a de
facto representation of the system, but as an overview of its facilities. It cannot
be exhaustive in all respects. Whilst effort is made to ensure the accuracy of the
information published concerning the features and use of HansaWorld software,
it is still possible that certain functions mentioned may not be fully implemented,
may not be available under certain circumstances, or may possibly relate to a
future release of the software. Errors and omissions excepted. HansaWorld
accepts no contingent liabilities. All HansaWorld software related transactions
are subject to HansaWorld's Conditions of Sale and Software Licence
Agreement. All rights reserved.
How these manuals are organised
Introduction to Enterprise by HansaWorld
Introduction
Work Environment
Installing Enterprise by HansaWorld, the basic ideas
Basic elements of Enterprise by HansaWorld: modules, registers,
windows, menus, functions, buttons
Accounting Principles
Starting Work
About the place of Enterprise by HansaWorld in your business,
integration between ledgers, objects
Entering opening balances
Manuals for each Module
Assets
Asset accounting, calculation of depreciation using user-definable
depreciation models, revaluation
Business Alerts
System alerts, transaction approval processes
Cash Book
Inward and outward cash transactions, receipts and payments
Consolidation
Multi-company reporting, subsidiaries and daughter companies
Contracts
Periodic invoicing and repeat billing, contract renewals, contract
quotations, contracts from invoices
CRM
Time management using daily or monthly calendar formats.
Contact and customer history. Customer letters and mailshots.
Target time. Employee time statistics
Currency
Multi-currency in all modules
Customers, Suppliers and Contact Persons
Customers and suppliers, customer categories and reports
Expenses
Payments to and from employees
Items and Pricing
Products and services, pricing
Job Costing
Project management. Recording time, expenses and purchases.
Instalments. Pricing by consultant, project, task and time of day.
Budgets and quotations
Mail
Internal mail, external mail (email), conferences, off-line local mail,
chat
Nominal Ledger
Transactions, simulations, budgets and revised budgets. Error
correction. Account reconciliation. Transaction templates. Flexible
management and financial reports with multi-dimensional analysis
and drill-down to transaction level
Production
Multi-level assemblies from components
Purchase Ledger
Purchase invoices, payments and payment suggestions, creditor
reports, prepayments, accruals, acceptance
Purchase Orders
Purchase orders, goods receipts and purchase pricing
Quotations
Sending quotations, call backs, pipeline management, opportunity
forecasting, and conversion ratio reports
Report Generator
User-definable reports
Sales Ledger
Invoices, receipts, debtor reports and documents, deposits and
prepayments, accruals
Sales Orders
Orders and deliveries. Invoices from orders
Service Orders
Management of service stock, invoicing of repairs, warranties
Stock
Deliveries, goods receipts and stock movements, batch and serial
number tracking, multi-location stock management
System Module
Settings and parameters. System-wide usage
Enterprise by HansaWorld
Contents
Preface......................................................................................................................................II
Chapter 1: Introduction and Installation.....................10
Structure of Enterprise by HansaWorld.......................................................11
Work Flow ........................................................................................................................12
Multi-year Database....................................................................................................14
Preparing for Installation .........................................................................................15
Efficient Management................................................................................................15
Planning and Setting up...........................................................................................15
Installation...........................................................................................................................17
System Requirements ...............................................................................................17
Server Hardware...................................................................................................................................................................................................17
Operating Systems..........................................................................................................................................................................................19
Network....................................................................................................................................................................................................................................20
Business Intelligence..................................................................................................................................................................................21
Relational Database Connection.......................................................................................................................................21
Back-ups and Reliability.......................................................................................................................................................................21
Installation........................................................................................................................22
Single-user........................................................................................................................................................................................................................22
Multi-user..............................................................................................................................................................................................................................23
Linux Server Installation.........................................................................................................................................................................25
After Installation ............................................................................................................26
Starting Enterprise by HansaWorld................................................................29
Companies and Databases....................................................................................29
Loading an Existing Database and Company..............................................30
Server - Command Line and Service Applications....................................................................30
Single-user and Client...............................................................................................................................................................................31
Creating a New Database .......................................................................................32
Creating a New Database - Server................................................................................................................................32
Creating a New Database - Client...................................................................................................................................36
Creating a New Database - Single-user.............................................................................................................41
Creating a New Database - Demo.................................................................................................................................42
Creating a New Database - Multi-user Demo.........................................................................................42
The Work Area...........................................................................................................................................................................................................46
Interaction with Skype...............................................................................................................................................................................46
Settings - Entering your Company Name and Address....................................................49
Modules, Users and Companies.......................................................................................................................................54
Changing and Adding Companies................................................................................................................................55
Importing Sample Data..........................................................................................................................................................................61
If the “DBDEF.TXT” and “DEFAULT.TXT” files are missing.......................................64
The Program Mode Register.......................................................................................................................................................65
The Enabler Key....................................................................................................................................................................................................66
Shutting Down...............................................................................................................73
Single-user........................................................................................................................................................................................................................73
Multi-user..............................................................................................................................................................................................................................73
Backing Up.........................................................................................................................75
Text Back-ups................................................................................................................77
Automatic Timed Back-ups ....................................................................................79
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Contents
Remote Back-ups........................................................................................................81
Backing Up Using Specialist Back-up Software..........................................83
Database Duplication ................................................................................................85
Journaling ........................................................................................................................88
Starting Journaling...........................................................................................................................................................................................88
Applying the Journal.....................................................................................................................................................................................90
Managing Journal Files..........................................................................................................................................................................91
Restoring from a Back-up........................................................................................94
The Raw Data Export .................................................................................................99
Updating to New Versions of Enterprise by HansaWorld......................101
Updating Clients Automatically.........................................................................................................................................105
Major Updates.......................................................................................................................................................................................................109
Chapter 2: Working Environment ...............................112
The Master Control Panel....................................................................................113
Routines..........................................................................................................................117
Reports..................................................................................................................................................................................................................................118
Documents...................................................................................................................................................................................................................125
Settings.................................................................................................................................................................................................................................130
Exports...................................................................................................................................................................................................................................133
Imports...................................................................................................................................................................................................................................134
Maintenance..............................................................................................................................................................................................................139
Registration..................................................................................................................................................................................................................140
Passwords.....................................................................................................................140
Windows............................................................................................................................141
Browse Window..........................................................................................................142
Record Window...........................................................................................................145
Button Bar.......................................................................................................................................................................................................................146
Paste Special...........................................................................................................................................................................................................148
Drag and Drop......................................................................................................................................................................................................151
Attachments...............................................................................................................................................................................................................152
Report Window............................................................................................................152
Printouts..............................................................................................................................................................................................................................153
Searching in Reports...............................................................................................................................................................................154
Recalculating Reports...........................................................................................................................................................................154
Drill-down.........................................................................................................................................................................................................................154
Attaching Reports to Records and the Personal Desktop.......................................155
List Window...................................................................................................................156
Specification Window...............................................................................................157
File Dialogue Window..............................................................................................158
Business Communicator Window .....................................................................159
Skype........................................................................................................................................................................................................................................162
Asterisk..................................................................................................................................................................................................................................162
TAPI (Microsoft Telephony API)........................................................................................................................................168
Mobile Phone...........................................................................................................................................................................................................173
Text (SMS) Messages...........................................................................................................................................................................174
Email...........................................................................................................................................................................................................................................175
Managing Calls....................................................................................................................................................................................................175
Communicating with other Users in your Enterprise by
HansaWorld system..................................................................................................................................................................................176
Producing a Map showing the Location of a Contact.......................................................176
Contact Numbers...........................................................................................................................................................................................177
Menus..................................................................................................................................178
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Enterprise by HansaWorld
The Menu Bar...............................................................................................................178
File Menu........................................................................................................................178
Master Control.......................................................................................................................................................................................................178
Page Setup...................................................................................................................................................................................................................178
Print...............................................................................................................................................................................................................................................179
Send Fax...........................................................................................................................................................................................................................179
Stop Auto Login..................................................................................................................................................................................................180
Quit................................................................................................................................................................................................................................................180
Edit Menu.......................................................................................................................180
Undo...........................................................................................................................................................................................................................................181
Cut..................................................................................................................................................................................................................................................181
Copy...........................................................................................................................................................................................................................................181
Paste..........................................................................................................................................................................................................................................181
Clear............................................................................................................................................................................................................................................181
Select All............................................................................................................................................................................................................................181
Select Row.....................................................................................................................................................................................................................181
Record Menu................................................................................................................182
Next..............................................................................................................................................................................................................................................182
Previous...............................................................................................................................................................................................................................182
Save.............................................................................................................................................................................................................................................182
Cancel.....................................................................................................................................................................................................................................183
New...............................................................................................................................................................................................................................................183
Duplicate...........................................................................................................................................................................................................................183
Delete.......................................................................................................................................................................................................................................183
Invalidate...........................................................................................................................................................................................................................184
Attachments...............................................................................................................................................................................................................185
Send to Desktop...............................................................................................................................................................................................185
History.....................................................................................................................................................................................................................................185
Window Menu..............................................................................................................187
About Enterprise by HansaWorld ......................................................................187
Modules and Registers..........................................................................................188
Modules..........................................................................................................................188
Registers ........................................................................................................................188
Working with Records ............................................................................................190
Current Record............................................................................................................190
New Record..................................................................................................................190
Duplicate Record .......................................................................................................190
Delete Record..............................................................................................................190
Working with Companies.....................................................................................191
Shared Registers........................................................................................................194
Attachments and Personal Desktop ...........................................................197
Attachments..................................................................................................................197
Attaching Files to Records..........................................................................................................................................................198
Reading Files...........................................................................................................................................................................................................198
Attaching Notes or Comments to Records..............................................................................................199
Reading and Changing Notes.............................................................................................................................................199
Printing Notes.........................................................................................................................................................................................................200
Changing the Names of Attachments.................................................................................................................201
Attaching Records to Other Records....................................................................................................................201
Viewing Attached Records..........................................................................................................................................................202
Attaching Reports to Records..............................................................................................................................................202
Reading Reports...............................................................................................................................................................................................203
Removing Attachments......................................................................................................................................................................203
Attaching Records to Mails........................................................................................................................................................203
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Contents
Copying Attachments from one Record to Another..............................................................203
Organising Attachments: Archives............................................................................................................................204
Personal Desktop.......................................................................................................205
Records in your Personal Desktop............................................................................................................................207
Settings, Reports, Documents and Maintenance functions in
your Personal Desktop........................................................................................................................................................................208
Registers in your Personal Desktop........................................................................................................................209
Notes and Comments in your Personal Desktop.......................................................................209
Changing the Names of Items in your Personal Desktop.........................................210
Reports in your Personal Desktop..............................................................................................................................210
Web Links........................................................................................................................................................................................................................211
Removing Items from your Personal Desktop...................................................................................211
Organising Items from your Personal Desktop: Archives..........................................212
Key Performance Indicators.....................................................................................................................................................214
Keyboard Shortcuts .................................................................................................216
Chapter 3: Accounting Principles...............................218
Internal and External Documents..................................................................218
Transaction Records ...............................................................................................219
Transactions in Enterprise by HansaWorld ..................................................219
Sales Invoices.........................................................................................................................................................................................................220
Receipts..............................................................................................................................................................................................................................224
Purchase Invoices.........................................................................................................................................................................................225
Payments..........................................................................................................................................................................................................................228
Expenses..........................................................................................................................................................................................................................229
Credits and Loans.........................................................................................................................................................................................229
Stock..........................................................................................................................................................................................................................................229
Chart of Accounts......................................................................................................239
Objects............................................................................................................................240
Objects in Enterprise by HansaWorld.................................................................................................................243
Hierarchical Objects..................................................................................................................................................................................264
Who needs to know about your business..............................................268
Practical use of accounting information.........................................................268
Getting capital .............................................................................................................268
Tax returns.....................................................................................................................268
VAT declaration...........................................................................................................268
The End of a Financial Year...............................................................................269
Chapter 4: Starting Work in Enterprise by
HansaWorld.............................................................................280
Settings ...........................................................................................................................280
User Accounts..............................................................................................................281
Access Groups............................................................................................................281
User Accounts (Named Users and Concurrent Users with
Mailboxes) .....................................................................................................................286
User Accounts (Concurrent Users without Mailboxes)...........................291
User Accounts when you have more than one Company ....................294
Persons and Global Users..........................................................................................................................................................300
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Enterprise by HansaWorld
Entering the First Customers, Suppliers and Contact
Persons..............................................................................................................................302
Naming Address Fields..........................................................................................307
Contact Persons.........................................................................................................310
VAT and Zones............................................................................................................313
Entering the First Items .........................................................................................315
Pictures ...........................................................................................................................317
Entering Opening Balances...............................................................................324
Opening Balances in the Nominal Ledger....................................................325
Opening Balances in the Sales Ledger..........................................................331
Nominal Ledger Settings................................................................................................................................................................332
Sales Ledger Settings...........................................................................................................................................................................334
Opening Balances........................................................................................................................................................................................335
Entering Receipts............................................................................................................................................................................................337
Opening Balances in the Purchase Ledger..................................................338
Opening Balances in the Stock Module.........................................................338
Importing Opening Balances...............................................................................339
Printing Reports..........................................................................................................339
Index ............................................................................................342
8
Introduction and Installation
Enterprise by HansaWorld
Chapter 1: Introduction and
Installation
Enterprise by HansaWorld is an integrated accounting, CRM and ERP tool for
working with Sales Order Processing, Stock Control and the Sales, Purchase
and Nominal Ledgers, and for keeping track of contacts with Customers,
organising mailshots and for planning activities of all kinds.
Enterprise by HansaWorld is a modular system. The number of modules
available to a user varies with the installation. The minimum configuration (the
Accounting package) comprises the System module, the Nominal, Sales and
Purchase Ledgers with Multi-Currency capability, and a Calendar and Task
Manager that you can use for contact management. To this, the Logistics
package adds the Sales Order, Purchase Order and Stock modules. You can
add further modules as required, including the Server module that is required in
multi-user installations.
The Calendar and Task Manager allow you to record the different tasks and
events in the business day, such as customer contacts for sales, service
support, consultancy appointments etc. Each task or event is known as an
“Activity”. You can view, review, change and add Activities at any time, using
them as a planning and monitoring tool for a sales force, or as a tool to log
telephone calls to a customer service centre, and in many other ways.
Enterprise by HansaWorld contains full internal mail, email and conferencing
facilities. These features, together with the External Gateway and web server,
mean that users can be online from anywhere at anytime. This means that
employees can always be in touch with each other. The program also supports
communications methods such as Skype, Asterisk-based SIP (Session Initiation
Protocol) and SMS text messaging. Using the Business Communicator window,
you can initiate outgoing communications using any of these methods from a
single screen. You can share a single list of Skype contacts and control Skype
(i.e. you can make and receive calls, initiate chats). Whichever communications
method you use, you can record details about each incoming and outgoing
communication as you talk, enabling you to build up a comprehensive
communication history about each caller or contact person.
In this introductory chapter, we will describe the steps you need to follow to get
started with Enterprise by HansaWorld. Topics covered include installation (both
single- and multi-user) and the creation of a new database. Subsequent
chapters cover the working environment in Enterprise by HansaWorld, the data
structure and the way data is handled, and beginning work. Separate volumes
describe the Contact and Item registers which are used throughout the system
and the System module, where preferences and look-up information are stored.
Other volumes cover the individual modules in detail, enabling you to become
familiar with the more advanced functions of the program.
10
Chapter 1: Introduction and Installation - Structure of Enterprise by HansaWorld
Structure of Enterprise by
HansaWorld
An Enterprise by HansaWorld system consists of two or more modules that
interact with each other. Each module contains a number of registers in which
information of a particular type is stored. For example, information about
Customers and Suppliers is stored in a Contact register, information about Items
is stored in an Item register and so on. The smallest system (the Accounting
package) consists of four modules with the following registers—
Database Structure in Enterprise by HansaWorld
Sales Ledger
Purchase Ledger
Nominal Ledger
System
The integration between modules is quite straightforward in this small system.
You need to be in the correct module to be able to enter information to any of
the registers (the Account and Object registers are the only ones that can be
found in more than one module). Having entered this information, you will be
able to access it from other registers in other modules. For example, the Sales
and Purchase Ledgers can both access the list of members of personnel, stored
in the Person register in the System module.
Registers contain the information with which you will be working daily, such as
Customers, Suppliers, Sales Orders and Invoices. Each module also contains a
number of preferences, known as “Settings”. Settings can contain information
that will be used in ‘look-up’ tables. Settings can also be used to control how
particular functions or features operate.
Larger Enterprise by HansaWorld systems have a more complex structure. The
Contact and Item registers, for example, are included in several modules Quotations, Sales Orders, Sales Ledger, Stock, Contracts and Job Costing.
11
Enterprise by HansaWorld
Work Flow
The administration of a company is always associated with a certain flow of
tasks and work. In a typical trading company, items are purchased from a group
of suppliers, goods are received and put into stock, sales orders are processed,
stock levels are checked, goods are shipped and invoices issued, and
payments are made and received. All transactions are logged and recorded,
and financial events are recorded in the accounting subsystem.
A modern financial system like Enterprise by HansaWorld is designed to
automate as many administrative tasks as possible. If you enter information in
one part of the system, there is no need to enter it again elsewhere. Information
will be recorded for re-use, and it will be available throughout the system
immediately.
The Administrative Workflow in a Business
N/L
N/L Trans
N/L Trans
P/L
Payment
S/L
Receipt
Invoice
Invoice
PURCHASE
Purch Ord
CRM
Stock
Goods Rec
SUPPLIER
RECEIVING
SALES
Quotation
Order
Delivery
STOCK
Del Note
SHIPPING
CUSTOMER
Operative Flow (of Goods)
The above illustration shows a simplified description of the interaction of
functions and information (messages) in a traditional trading business. The
basic physical flow is shown at the bottom, with “operative” functions handling
the goods as they are received, stocked and shipped. The rectangles above the
operative flow are “administrative” functions that handle the flow of information in
the business. The smaller rectangles are messages containing information that
is passed around in the business. The dashed frame is the boundary of the
business: although Suppliers and Customers are on the outside, there is a
continuous exchange of information with them.
One of the tasks of the administration is to keep the organisation’s “memory”.
This is done with the help of files and registers, where information about
business events is kept. The following picture shows the same structure as
above, but the messages have been removed and are replaced by the registers
kept by the business.
12
Chapter 1: Introduction and Installation - Structure of Enterprise by HansaWorld
Basic Registers in a Trading Business
Accounts
N/L
Balances
Transactions
P/L
Invoices
S/L
Payments
P/L
PURCH Suppliers
ORDERS Items
Invoices
Receipts
S/L
Goods Receipts
STOCK
Deliveries
Stocks
Purchases
SALES Customers
ORDERS Items
Quotations
Orders
SUPPLIER
RECEIPT
STOCK
DELIVERY
CUSTOMER
Operative Flow (of Goods)
The modular design of Enterprise by HansaWorld includes a number of
standardised tasks for each functional area in a business. The design is very
flexible, so that many different types of business can use the software. In
Enterprise by HansaWorld it is always possible to access information
immediately from another module. If for example the person involved with
Purchase Invoices needs some information about a Sales Invoice, then it is
immediately available to them without any need to leave the system (subject to
the person having the necessary access rights).
Enterprise by HansaWorld is an integrated accounting system. The different
parts of the system interact with each other. The Sales Ledger is for example
integrated with the Nominal Ledger so that as soon as an Invoice has been
approved, all ledgers in the company’s accounts are automatically and
immediately updated, and the new information will be available to all users.
In many cases, this integration means that you will not notice the actual creation
of Nominal Ledger Transactions from the Sales and Purchase Ledgers as the
process is completely automatic. These Transactions constitute about 80% of
the Nominal Ledger transactions in a manual system - you simply can forget
them, together with all the hassle of reconciling the ledgers with each other.
Enterprise by HansaWorld does all this automatically. The picture below
illustrates the integration process.
Enterprise by HansaWorld
Integration
Transactions
Invoice
Purchase Invoice
Receipt
Payment
N/L Transactions are
generated
automatically
N/L Transactions
entered manually
Nominal Ledger
13
Enterprise by HansaWorld
Multi-year Database
Enterprise by HansaWorld uses a multi-year database. This means that
Transactions, Invoices etc. from several years are stored in the same database.
Closing balances for all Balance Sheet Accounts at the end of one financial year
are automatically converted into opening balances for the beginning of the next.
The multi-year database thus simplifies your end-of-year procedures.
An Enterprise by HansaWorld database is continuous. There is no requirement
to divide a fiscal year into periods, and therefore no requirement to lock a period
before you can open the next one. It is possible to extract reports for completely
arbitrary periods. However, when you come to the end of a month or quarter and
have printed the Profit & Loss and Balance Sheet reports, you may want to
prevent the posting of further accounting transactions, because doing so will
change the results of that month or quarter. To do this, you can specify Lock
dates. A Lock date can be any date during the year. No transactions with
Transaction Dates on or before the Lock date will be permitted.
Each set of transactions has its own Number Series. There is no limit to the
number of series, which you can define in each module using the ‘Settings’
function.
14
Chapter 1: Introduction and Installation - Preparing for Installation
Preparing for Installation
Enterprise by HansaWorld is designed with a modern graphical user interface for Windows, Linux and Mac OS X. It uses many different “windows” on the
screen, one for each task. The basic idea is to create a working environment that
as closely as possible relates to the way you handle papers, files and
documents on your desk.
Accounting tasks normally require that you work with several documents at the
same time. This is reflected in the design of Enterprise by HansaWorld, where
documents and reports are handled in a slightly different manner to what you
may be used to in word processors or spreadsheet programs. Enterprise by
HansaWorld therefore contains a number of features that you may not be
familiar with.
If Enterprise by HansaWorld is the first program you will be using in a Windows,
Linux or Mac OS X environment, you should first of all take the time to learn as
much as possible about the computer and how to use it. And you must of
course be sure that the correct version of the computer’s operating system is
installed. Talk to your computer dealer or consultant if you are uncertain.
In the ‘Accounting Principles’ chapter below on page 218 you can read more
about the basic accounting tasks in a business. Please ensure you read it if this
is your first attempt with computerised accounting.
Even if you are an experienced computer user, you should read this Introduction,
because Enterprise by HansaWorld contains a large number of features
designed to facilitate your work and to make it faster. If you are the ‘I-never-readmanuals’ type of person, you will of course be able to use Enterprise by
HansaWorld anyway - it is very simple. But there are some not so obvious
shortcuts that can save you a lot of time. They are all in the manual.
Efficient Management
Enterprise by HansaWorld is easy to use. By following the instructions in the
installation section of this manual, you can set up your order and invoicing
system in a very short time. You will quickly be able to get the benefits from
efficient order processing and a well-functioning system for your Sales Ledger
and debtors.
The basic idea with automatic administration is to make the computer do most
of the routine work. In the beginning it may seem a lot of work to enter all the
necessary information about Items and Customers, but that is really all the
preparation you have to do. It is not necessary to use all the many features of
Enterprise by HansaWorld. Remember, however, that the more basic information
you can enter into the various files and registers, the more the program will be
able to assist you in your work.
Planning and Setting up
If this is the first time that you will be using a computerised accounting system to
manage your order processing, stock, and your sales, purchase and nominal
ledgers, or if you are changing from another system, why not take a good look at
15
Enterprise by HansaWorld
the overall operations? Maybe you can do things in your present operation more
efficiently.
A good idea is to sit down with pen and paper for a while, and go through your
Items (products and services you buy and sell), Item Groups, Customer
Categories, Accounts, Payment Modes and Terms, etc. If some of the concepts
of Enterprise by HansaWorld are new to you, it is always a good idea to think
first.
The setting up of an Enterprise by HansaWorld system in your business requires
some planning and forethought. You will have to make a number of decisions
about number series for Customers, Items, statistical classifications, invoice
procedures and so on. Enterprise by HansaWorld allows a great deal of
flexibility, and you can create almost any work environment you want. But
remember that you are in charge. If you find that the standard Chart of Accounts
is not suitable for your business, only you can make the decision to use another
chart. Enterprise by HansaWorld allows almost anything.
If you will be using Enterprise by HansaWorld as a multi-user system, its
installation, as is the case for any advanced multi-user system, will mean a great
change in the day-to-day operations of the business. Before you install, you
should therefore consider very carefully how you want the business to work, now
and in the future.
•
What tasks are to be performed, and just how do you want them done?
•
Who should enter e.g. Orders, Invoices, Payments, and how?
•
What business documentation is needed, and how should you identify and
file the documents?
•
What reports do you want, and how do you want Orders, stocks, sales etc.
to be reflected in your accounts?
Enterprise by HansaWorld gives you great flexibility, but it is important that you
know what you want beforehand. We strongly advise against installing a multiuser installation without the assistance of a qualified HansaWorld consultant.
Please contact your HansaWorld representative for advice and training.
Most people think that the beginning of the year is the only time when you
should change the accounting procedures in a business. Quite to the contrary, it
is better to change systems during the year. You can then select a calm period
of the year, enter all data from the beginning of the year and check the outcome
against reports produced from the previous system. Please refer to page 324 for
more details about entering opening balances.
Remember that Enterprise by HansaWorld does require some maintenance. At
the very least, you should establish a regular routine for backing up. A financial
system is very different from a word processor, which handles individual
documents. Enterprise by HansaWorld works - like all financial systems - with a
database i.e. a single file. All your customer information, invoices, nominal
ledger etc. is stored in this file. If you lose the file, you have lost not just a single
document, but all your accounting and customer information. Backing up is
described below on page 75.
16
Chapter 1: Introduction and Installation - Installation
Installation
The installation of an Enterprise by HansaWorld system is technically simple. If
you are used to computers and have some experience of installing software, you
will find the installation of Enterprise by HansaWorld very straightforward.
You can use Enterprise by HansaWorld in many environments: Windows, Mac
OS X, Linux, iOS, Android and AIX. In this section, we describe the system
requirements and installation procedures for Windows, Mac OS X and Linux.
Please contact your local HansaWorld representative for details about the other
environments.
System Requirements
Enterprise by HansaWorld requires at least 100 MB of free hard disk space at
the time of installation, but more will be required as the database grows with
regular use. The program is suitable for use on mixed networks (e.g. networks
with Linux, Mac OS X and Windows clients), provided all machines have TCP/IP
installed.
Enterprise by HansaWorld does not require Windows or Mac OS X file sharing to
be switched on.
Any employee can work with Enterprise by HansaWorld in a local area network
or a wide area network. As Enterprise by HansaWorld supports firewall
technology independent of the type of internet connection (ADSL, ISDN or dialup modem), it is recommended that firewall software be installed on the server
machine.
Concerning security, it is important to mention that the data flow between the
Enterprise by HansaWorld server and its clients is encrypted. Back-up files
created using the facility built in to Enterprise by HansaWorld are also encrypted.
Every user will require a unique user name and password to log in, and you can
use the Password Security setting in the System module to force users to
change their passwords regularly. This setting is described in the ‘System
Module’ manual.
Server Hardware
Enterprise by HansaWorld will usually be installed as the core ERP system in a
business, or as the core ERP system with an integrated on-line front-end. In
many businesses, this will make it the most critical piece of software being used.
The cost of a slow or unavailable installation is therefore usually very high. As
hardware gets older the risk of failure increases. As the business grows and the
usage of Enterprise by HansaWorld changes and expands, the hardware
requirements also change. For these reasons we recommend that users plan on
buying a new server every 12 to 18 months. The old server can usually be used
for duties less critical than running the primary ERP system.
17
Enterprise by HansaWorld
When recommending hardware we first look at three factors that will determine
performance requirements. These factors should be measured at the peak hour
of the month, or year if the business is highly seasonal—
•
The number of users that will be logged in at the same time;
•
The type of users: CRM, Stock, Invoicing, Bookkeeping, POS, Hotel etc.;
and
•
The number and type of transactions added and changed.
There are also some special considerations that can cause the required size of
the system to grow—
•
Usage of the system outside office hours reduces the time available for
maintenance;
•
The proportion of historical data saved in the system (when comparing two
systems with the same rate of data entry, the one in which the greater
amount of historical data is stored will require more memory);
•
Complex customisations;
•
Large or frequent imports of data from other systems; and
•
Integrated web-server with more than five hundred visitors per day.
Below we describe four sample configurations. These configurations have been
shown to give acceptable performance in normal use. If your usage is expected
to be very heavy or very light you may need to make adjustments, as follows—
•
If you have other functions running, such as anything from the list of special
considerations above, extra capacity must be calculated; and
•
If you have other software running on the server, the requirements of that
software must also be taken into account.
The users in the example configurations are assumed to be normal users in a
typical system using the Sales, Purchase and Nominal Ledgers, Logistics and
CRM. If you are deploying a system with a significantly different usage pattern,
your needs could be different. For example, HansaWorld Business
Communicator users are lighter than normal, while a high volume Point-of-Sales
environment in which users create many large Invoices that update stock would
need more hardware resources than the average.
Very Small Server - suitable for 1 - 5 users
•
CPU 1.8 GHz, two cores
•
RAM 2 GB
•
Disk 2 x 7200 RPM mirrored disks
•
Internal network speed (network card, switches etc) 100 Mb/s
Small Server - suitable for 3 - 20 users
18
•
CPU 2.0 GHz, two cores
•
RAM 4 GB
•
Disk 2 x 128 GB mirrored SSD units
•
Internal network speed (network card, switches etc) 100 Mb/s
Chapter 1: Introduction and Installation - Installation
Medium Server - suitable for 15 - 40 users
•
CPU 2.5 GHz, four cores
•
RAM 8 GB
•
Disk 2 x 256 GB mirrored SSD units
•
Internal network speed (network card, switches etc) 1 Gb/s (to allow for
backing up over the network)
Large Server - suitable for 30 - 80 users
•
CPU 3 GHz, eight cores
•
RAM 12 GB
•
Disk 2 x 512 GB or 4 x 256 GB mirrored SSD units for database
•
Disk 4 x 15000 RPM RAID 5 disks for OS and backups
•
Internal network speed (network card, switches etc) 1 Gb/s (to allow for
backing up over the network)
The recommended CPUs are the current generation (2013) Intel and AMD x86
CPUs. You can also use IBM POWER5 and later based systems with similar GHz
ratings. Old Intel Pentium 4 (NetBurst-based) machines should have higher GHz
ratings.
For larger configurations please contact your HansaWorld office for help with
configuring the appropriate hardware for your situation.
The RAM requirement of the server should be calculated as follows—
1 GB RAM for the operating system
+ 0.5 GB for the Enterprise by HansaWorld engine
+ 10-50% of the database (HDB) size
For example, if the database size is 8 GB, the server should have between 2.3
and 5.5 GB RAM. The higher percentage applies when the database contains
little or no historical data, and the lower percentage when it contains 10 or more
years’ worth of historical data.
Operating Systems
The Enterprise by HansaWorld server application runs on the following operating
systems—
•
Mac OS X and Mac OS X Server 10.6 and later (Intel 32- and 64-bit)
•
Windows Server 2003 and later (x86 and x64)
•
RedHat Enterprise Linux version 6 and later (x86 and x86-64), SuSE
Enterprise Server version 11 (x86 and x86-64) and Ubuntu 8.04 are
supported Linux distributions because of the level of OS, security and
stability support that is available. Glibc 2.6 is required, and Linux kernel
version 3.0 or later is recommended for performance reasons. It is not
recommended that you install these systems with user interfaces
(X/Windows, KDE, Gnome etc).
19
Enterprise by HansaWorld
You should consider the following when choosing the software environment in
which you will use Enterprise by HansaWorld—
•
For Windows Vista, additional memory is needed.
•
You m ust of course install appropriate anti-virus software on your server and
clients.
•
On all platforms, back-up software is strongly recommended.
•
When installing in a virtual environment (VMware, Xen etc.), take special
care to ensure disk-writing consistency. Enterprise by HansaWorld normally
ensures the consistency of its database by forcing data to the physical disk
device, or battery-backed cache if available. In some configurations with
virtualisation software these safety features can fail to be enabled. You must
ensure that this disk synchronisation is enabled inside the virtual
environment.
•
Virtualisation environments have a small performance impact, so we
recommend avoiding them for larger installations.
•
For large installations we recommend the purchase and use of the
HansaWorld Database Accelerator. This will give a performance
improvement when Enterprise by HansaWorld writes to the database,
particularly if the drives in the server are not SSD units.
The Enterprise by HansaWorld client/single-user application runs on the
following operating systems—
•
On Mac OS X, the client/single-user version of Enterprise by HansaWorld is
a Cocoa application. It requires Mac OS X 10.7 or later. PowerPC
processors are not supported
•
Windows XP Service Pack 3, Vista, 7 and 8. Internet Explorer 7 or later must
be installed. If you are using Windows XP, .NET Framework 3.5 (or .NET
Framework 3.5 Client Profile) must be installed. Later versions of .NET
Framework are not supported
•
Windows Mobile 5 and higher
•
iOS 6.1 and later
•
Android 4.0.3 and later
•
Windows Phone 7 and 7.5 are not supported
•
KDE is the recommended desktop environment for Linux clients as it
includes the necessary fonts as standard
Network
Enterprise by HansaWorld communicates using TCP/IP networking, and has
relatively low bandwidth requirements. However, for a good user experience we
do recommend a low latency.
A network connection of 30 kb/s for the first user and an additional 10 kb/s per
user tends to give an acceptable working environment. The recommended
bandwidth is 50 kb/s for the first user and an additional 15 kb/s per user. This is
the bandwidth that should be dedicated to Enterprise by HansaWorld. This
bandwidth figure should be increased if users will also be using the network for
other purposes such as web-browsing, if they will routinely produce large reports
with many pages of output, there will be frequent use of the Attachments feature
20
Chapter 1: Introduction and Installation - Installation
to attach files to records or mails. The bandwidth requirement will also increase if
you are using pictures on Items, especially if you are using the CoverFlow ‘Paste
Special’ feature on Mac OS X. The Attachments feature is described below on
page 197 and the ‘Paste Special’ feature on page 148. If the users are idle, the
bandwidth usage decreases.
Network latency should preferably be at or below 0.1 seconds. Latencies up to
0.5 seconds can generally be worked with; however, the user experience will
start to suffer at this level or above.
As an example, a 128 kb/s line into the server (e.g. dual ISDN connection) with a
0.1s latency will give good performance for up to six users and will be useable
for 10-11 users, providing they do not also often use the connection for other
tasks such as transferring files.
For internal use, HansaWorld routinely tests a GPRS connection (0.5s latency,
20-50 kb/s bandwidth) for 2-4 users using CRM and e-mail functionality: while
this “feels a bit sluggish” it is a fully workable system.
Business Intelligence
If you plan to use SmartView by HansaWorld or any other Business Intelligence
(BI) software, you may need a separate physical server for the BI server
application for performance reasons. This server should be designed differently
to the machine being used by the Enterprise by HansaWorld server application.
For example, BI tools need more RAM than the Enterprise by HansaWorld server
application.
Relational Database Connection
If you plan to use the Relational Database Shadowing capability that is built in to
Enterprise by HansaWorld, you should consider the following—
•
You may need a separate physical server for the Oracle or Microsoft SQL
database for performance reasons; and
•
Running in “shadowed” mode will have a small performance impact on the
Enterprise by HansaWorld server.
Back-ups and Reliability
It is vital for your business survival that you take proper responsibility for the
safety, reliability and disaster-recoverability of your installation. A modern
company that faces a computer disaster without proper back-ups will often face
serious difficulties even to survive. You need to take very seriously your
responsibility for your own system and its data, and your company's profitability
and survival.
Listed below are some minimum recommendations. You must not use this as a
final checklist of all you need to do to be "safe".
•
It is vital that your disks have protection (RAID 1, 5, 1+0 etc.) Unprotected
disks, such as single disks and disks in RAID 0 configuration, will put your
vital data at considerable risk.
•
Off-site back-ups are an important part of any back-up and recovery
strategy, in case of fire or other disaster. Possible solutions include network
transfers of your back-up files and/or regularly sending physical tapes to a
different location.
•
Reserve systems and infrastructure onto which back-ups can be restored in
case of a disaster are a must. A full back-up will not help if your server fails
21
Enterprise by HansaWorld
and you have no fallback machine: your business will still come to a
standstill.
•
You must periodically test your recovery process. If you have not
successfully tested that you can use the latest back-up file to restore your
database, you should assume that the process will fail.
Installation
Single-user
To download and install Enterprise by HansaWorld, follow these steps—
1.
Go
to
the
Downloads
area
http://www.hansaworld.com/downloads/.
of
our
website,
2.
After registering, download the appropriate version for your platform and
operating system. The versions you should download and install are as
follows—
Windows .NET client
Use as Windows single-user (requires .NET Framework
3.5)
Mac OS X Cocoa GUI
Use as Mac OS X single-user
Linux GUI
3.
Use as Linux single-user (Intel processors only)
Under Windows, an Enterprise by HansaWorld installer will be saved on
your hard disk—
Launch the installer by double-clicking, and follow the instructions on
screen.
22
4.
Under Mac OS X, a .dmg file will be saved on your hard disk. Open the
.dmg file by double-clicking, and then copy the folder it contains to your
‘Applications’ folder.
5.
Under Linux, the downloaded file will be a single self-expanding archive.
Create a new folder on your hard disk, and move the file that you have
downloaded into this folder. Then, double-click the file to expand it.
Chapter 1: Introduction and Installation - Installation
On all platforms, make sure you have at least 100 MB available for the Enterprise
by HansaWorld application, the associated files and for the data file that will be
created the first time you launch the application.
Having successfully installed Enterprise by HansaWorld, please refer now to the
following sections—
After Installation (description of files and folders required by Enterprise by
HansaWorld)
page 26
Companies and databases
page 29
Starting Enterprise by HansaWorld with an existing database
page 30
Creating a new database
page 41
Multi-user
You should use a command line (Linux and Mac OS X) or service (Windows)
version of Enterprise by HansaWorld as your server application. These versions
do not have graphical interfaces. This allows their speed to be optimised, and
also reduces the risk of users causing them to quit accidentally.
It is recommended that you use the GUI application to create a new database
and carry out the initial configuration work described in this manual, effectively
working single-user. When you have completed the configuration work, you can
then make the database available to the network using the command line or
service applications (depending on platform). You can do this as follows—
i.
If the server machine has a graphical interface and is accessible, you can
install both the GUI and command line or service versions of the application
in the same folder on the server. Use the GUI application to create the
database and carry out the initial configuration work. When you are ready to
make the database available to the network, close the GUI application and
start the command line or service application. Because both applications
are in the same folder, they will both automatically open the same
database.
ii.
If the server machine does not have a graphical interface and/or is not
accessible (e.g. it is in a different building), you should install the command
line or service version of the application on the server remotely. Using the
GUI application on a local machine, create the database and carry out the
initial configuration work. When you are ready to make the database
available to the network, copy it to the folder on the server containing the
command line or service application. The file that you should copy will be
named “HANSA.HDB”. You should also copy the “Attach” folder if you
added any Attachments. Then, remove the database from the local
machine or at least move it out of the folder containing the GUI application.
This will prevent the possibility of saving data in the wrong database. Finally,
start the command line or service application on the server remotely.
23
Enterprise by HansaWorld
The diagram below illustrates these two options—
Enterprise by HansaWorld Server Installation
NO
Server has GUI and is
accessible?
YES
Install command line or service
application on server
Install command line/service and GUI
applications on server in same folder
Install GUI application on
clients
Install GUI application on
clients
Create and configure
database on client
Create and configure
database on server using GUI
application
Copy database and Attach
folder to server
Close GUI application on
server
Delete database from client
Launch command line or
service application on server
Connect from clients
Proceed as follows—
1.
Create a network including all the computers and other equipment you are
going to use. Use the Windows, Mac OS X or Linux installation tools to
install and configure TCP/IP on each machine.
2.
Go
to
the
Downloads
area
of
our
website,
http://www.hansaworld.com/downloads/, register and download the
appropriate versions for your platform and operating system. The versions
you should download and install are as follows—
Windows X32 Service
Use as Windows server on 32-bit machines
Windows X64 Service
Use as Windows server on 64-bit machines
Windows .NET client
Use as Windows clients (requires .NET Framework 3.5).
Also use on Windows server for initial configuration work
only
Mac OS X Cocoa GUI
Use as Mac OS X clients. Also use on Mac OS X server for
initial configuration work only
Mac OS X Command Line
Use as Mac OS X server
Linux GUI
24
Use as Linux clients with Intel processors. Also use on
Linux server for initial configuration work only
Chapter 1: Introduction and Installation - Installation
Linux Command Line
Use as Linux server with Intel processor
3.
If your server is a Windows machine, you should use the service version of
the Enterprise by HansaWorld application as your server application. A
service is an application that runs in the background with no user
intervention. Services are usually launched automatically when the server
starts up.
Install the service version following the procedure described in step 3 in the
‘Single-user’ section above on page 22. The installer will install the
application as a service, so that it appears in the services registry.
4.
If your server is a Mac OS X machine, the command line application is
supplied as a .dmg file. Open the .dmg file by double-clicking, and then
copy its contents to the ‘Applications’ folder Open the .dmg file by doubleclicking, and then copy its contents to the ‘Applications’ folder on your
server.
5.
If your server is a Linux machine, install the appropriate command line
application as described in the ‘Linux Server Installation’ section
immediately below.
6.
In all cases, if the server machine has a graphical interface and is
accessible, and you want to create your database and carry out the initial
configuration work using that machine, install the relevant GUI version of the
application in the same folder or directory as the command line or service
application. To do this, follow the procedure described in the ‘Single-user’
section above on page 22.
7.
Install the relevant GUI versions of Enterprise by HansaWorld on each of the
client machines, again as described in the ‘Single-user’ section above on
page 22.
Having successfully installed Enterprise by HansaWorld, please refer now to the
following sections—
After Installation (description of files and folders required by Enterprise by
HansaWorld)
page 26
Companies and databases
page 29
Starting Enterprise by HansaWorld with an existing database
page 30
Creating a new database
page 32
Logging in to a new database from a client for the first time
page 36
Linux Server Installation
If your server is a Linux machine, you should use the relevant command line
version of the Enterprise by HansaWorld application as your server application. If
the machine itself has a graphical interface and is accessible, you can install this
application following the procedure described in step 5 in the ‘Single-user’
section above on page 22. If the machine does not have a graphical interface or
you want to use the Terminal, follow these steps—
1.
Download the latest version of Enterprise by HansaWorld that is correct for
your platform and operating system (i.e. the Linux Command Line version).
2.
Put the machine into “Terminal” mode using the Terminal icon in the Panel
or Dock.
25
Enterprise by HansaWorld
3.
Type the following, remembering that the Terminal environment on Linux is
case-sensitive—
mkdir /Applications/Enterprise/
Creates a new “Enterprise” directory
inside the “Applications” directory at the
root level.
cp /Users/username/Desktop/enterprise.gbr.linux.server.71.tgz
/Applications/Enterprise
Copies the installer file (named
enterprise.gbr.linux.server.71.tgz in this
example) from the desktop to the new
“Enterprise” directory.
cd /Applications/Enterprise/Makes the “Enterprise” directory the
current directory.
tar -xvzf enterprise.gbr.linux.server.71.tgz
E x p a n d s
t h e
enterprise.gbr.linux.server.71.tgz installer
file. A new directory will be created in your
“Enterprise” directory. This new directory
will be named “enterprise-linux-server”,
and will contain the application and the
necessary auxiliary files.
rm -xvzf enterprise.gbr.linux.server.71.tgz
Deletes the installer file.
After Installation
After installation, the HansaWorld directory or folder will contain a number of
files—
26
Chapter 1: Introduction and Installation - Installation
Shown is the Windows 7 folder in a single-user installation: its appearance on
your computer and the number of files and folders may differ slightly according
to the type of machine you are using, its operating system and certain other
settings. In the illustration, for example, all file extensions are shown. Additional
files and folders will be created by the application the first time you use it. Some
or all of the following files should be present—
1.
The Enterprise by
“HansaWorld.exe”.
HansaWorld
application,
usually
named
2.
The database, always named “HANSA.HDB”. This file will be created by the
application the first time you use it.
3.
The “Hob” folder, containing language and other files. This must be present
in the same folder or directory as the Enterprise by HansaWorld application.
4.
The file “DBDEF.TXT”, which is used by Enterprise by HansaWorld to import
some basic settings information to new databases. This file must be present
in the same folder or directory as the program when you create a new
database.
5.
The file “DEFAULT.TXT”, which is used by Enterprise by HansaWorld to
import some basic settings information to new Companies. This file must be
present in the same folder or directory as the program when you create a
new Company in a database. Companies and databases are described in
the ‘Companies and Databases’ section below on page 29.
6.
The “Setup” folder or directory, which contains a number of sample data
files, including Form designs and a chart of Accounts. You can import some
or all of this sample data to your database and then modify it to suit your
own requirements. Depending on those requirements, it may be easier to
do this than to start from scratch. This is especially recommended in the
case of Form designs. The names and contents of these files will vary
according to the country of use. Please refer to the ‘Importing Sample Data’
section below on page 61 for details about the contents of these files and
importing them.
7.
The “Demo” folder or directory, which contains a back-up of an example
database. You can import this file to a new database to test new or
unfamiliar Enterprise by HansaWorld features before using them in your
“live” database. The name and precise make-up of these files will vary
according to the country of use. Please refer to the ‘Creating a New
Database - Demo’ section below on page 42 for details about importing this
file.
8.
An “Attach” folder or directory, which must be present if you want to attach
files to records. Such Attachments are fully described below on page 197.
In multi-user installations, this folder should be on the server machine. This
folder will be created by the application the first time you use it.
9.
The “tmp” folder is used for two purposes. First, if you read an attached file,
it will be copied to the “tmp” folder on your client machine and then opened
in the relevant application. Second, it should be present on the Gateway
machine if you will be using the Enterprise by HansaWorld Mail facility to
send and receive external mail (i.e. to communicate with standard email
programs outside your Enterprise by HansaWorld network). The
HansaWorld Gateway uses it to store mail attachments downloaded from
the POP3 server before they are transferred to the “Attach” folder and
attachments that are to be uploaded to the SMTP server. The Enterprise by
27
Enterprise by HansaWorld
HansaWorld Mail facility is described in the ‘Mail’ manual. This folder will be
created by the application the first time you use it.
10. A “Backup” folder or directory, to be used for storing daily back-up files.
This folder will be created by the application the first time you use it.
11. If you are using the Autoscan Import feature, any files placed in the “Import”
folder or directory will be imported to your Enterprise by HansaWorld
database automatically. Please refer to page 138 below for details of this
feature. The “Import” folder will be created by the application the first time
you use it.
12. Two extra folders, “PS” and “Scripts”, will be present in Linux installations.
13. A HansaWorld-Slave application will be included in some installations. This
is a client application with no interface that can be used as an external mail
gateway. Please refer to the ‘Mail’ manual for more details.
14. If you would like your company logo to be shown in the Master Control
Panel, save the logo as a .png file with the name companylogo.png in your
Enterprise by HansaWorld folder. The maximum width of the logo should be
80 pixels, and the maximum height 32 pixels. This feature is Mac OS X only.
The following folders should be present if you wish to use certain features, but
otherwise need not be present—
1.
The “Halcust” and/or “Halpatch” folders contain bespoke (HAL) files (e.g.
customised reports). If you have one or both of these folders, they should
be on the server and on all clients likely to use the bespoke files.
2.
The “Web” folder contains language and other files required if you wish to
use the HansaWorld Web Shop. This folder should be on the server
machine.
3.
The “Webcust” folder is used to store images used in the Web Shop (e.g.
images of the Items that you sell). This folder should be on the server
machine.
Please refer now to the following sections—
28
Companies and databases
page 29
Starting Enterprise by HansaWorld with an existing database
page 30
Creating a new database (server)
page 32
Logging in to a new database from a client for the first time
page 36
Creating a new database (single-user)
page 41
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
Starting Enterprise by
HansaWorld
Companies and Databases
The key components of an Enterprise by HansaWorld system are the application
and the database. The application, or program, has the following symbol in the
directory window (Windows) or in the Finder (Mac OS X)—
The database is the file used by Enterprise by HansaWorld to store its data. This
file must be called “HANSA.HDB”. In many cases, that data will pertain to a
single company. However, if an organisation has separate departments or
subsidiary companies that keep separate accounts, their data can also be
stored in a single database, in separate partitions known as “Companies”. If you
set up more than one Company in Enterprise by HansaWorld, each will be
completely separate: there will usually be no common information, although you
can share individual registers and copy from one Company to another using the
export and import functions and by dragging and dropping. Separate account
balances will be maintained, and you can back up each Company within a
database separately or together (backing up together is recommended).
You should only use this feature to differentiate between different departments if
you intend to account for each of them separately. If you keep a single set of
accounts covering your whole organisation, you only need have a single
Company in your database.
!
The database file must have the
name “HANSA.HDB” and be
present in the same folder or
directory as the Enterprise by
HansaWorld application. If you
move the database file or
rename it, a new database will be
created the next time you use
the program.
29
Enterprise by HansaWorld
Loading an Existing Database and Company
Follow the procedures described in this section when you need to launch the
Enterprise by HansaWorld application when you already have an existing
database containing at least one Company.
Server - Command Line and Service Applications
In a multi-user installation, launch Enterprise by HansaWorld on the server first.
If your server is a Linux or Mac OS X machine, make sure it is in “Terminal”
mode. Type the following into the Terminal window (the examples assume you
have retained the default directory structure)—
cd /Applications/Enterprise/enterprise-linux-server
cd /Applications/Enterprise/
./Enterprise &
(Linux Intel)
or
(Mac OS X)
Starts the Enterprise by HansaWorld
server application. The & is optional: it
allows you to run the program in the
background and to use the Terminal
window for other tasks.
This assumes the application is named
“Enterprise”. If this is not the case, type
the application name after “./”
Remember when typing that the Terminal environment on Linux is casesensitive.
If your server is a Windows machine, the Enterprise by HansaWorld server
application is a service that by default will be launched automatically when you
start up the server machine. If for some reason the service does not start
automatically, open the Control Panel and double-click ‘Administrative Tools’
and then ‘Services’. Find and select ‘Enterprise Server 7.1 2014-01-16’ in the list
and choose to start the service. (The name may vary slightly, depending on the
precise version of Enterprise by HansaWorld you are using.)
Users will now be able to log on to work in any of the Companies stored in the
database on the server. To log in, follow the procedure described in the ‘Singleuser and Client’ section immediately below.
You can now leave the server alone.
For details about shutting down the server, please refer to the section entitled
‘Shutting Down’ below on page 73.
Launching the Server with Parameters
There will be occasions when you need to launch the server application with
parameters. You will need to use a parameter when you want to instruct the
server application to carry out a specific task. For example, if you launch the
command line server (Mac OS X and Linux) using the --backup parameter as
shown below, the HansaWorld server application will open, create a back-up file
and then quit—
./Enterprise --backup
Various parameters are described in the relevant sections of this manual.
An alternative method that you can use to launch the server application with
parameters is to place the parameter in a text file named “parameters.txt” and
30
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
save this file in the same folder or directory as the server application. Then,
launch the server application as described earlier in this section. You should only
place the parameter (--backup in this example) in the “parameters.txt” file: do
not include ./Enterprise in the file.
You can place more than one parameter in the “parameters.txt” file. You can
place the parameters on the same line in the file, or you can use separate lines.
If you do not want the task launched by a particular parameter to be repeated
the next time you launch the application, remember to remove that parameter
from the “parameters.txt” file once the task has been completed.
You can use the “parameters.txt” file with every version of the Enterprise by
HansaWorld application (i.e. the command line application (Mac OS X and
Linux), the service application (Windows) and the GUI applications). In the case
of the service application, the “parameters.txt” file is the only way to launch the
server application with parameters. In the case of Linux, which is case-sensitive,
the filename “parameters.txt” should be in lowercase as written here.
Single-user and Client
Start Enterprise by HansaWorld just like any other Windows, Linux or Mac OS X
application, by double-clicking the program icon. Enterprise by HansaWorld will
load the database named “HANSA.HDB”. If this is not present in the folder or
directory, a new database will be created automatically.
In a single-user system, if you have a single Company in your database, it will be
loaded by default and you will be ready to start work. If you have more than one
Company, the ‘Select Company’ window will appear, asking you to choose the
Company you want to work in.
In a multi-user system, the ‘Select Company’ window will always appear, asking
you to choose the Company you want to work in, even if there is only one.
Double-click the appropriate Company in the list, or highlight it and press the
Enter key on your keyboard. You will then be asked to log in: after doing so, the
Master Control panel illustrated below on page 46 and fully described on page
113 will appear. The database is now ready to use.
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Enterprise by HansaWorld
Creating a New Database
Follow the procedures listed below when you launch Enterprise by HansaWorld
for the first time, when you have no database.
Creating a new database (server)
page 32
Logging in to a new database from a client for the first time
page 36
Creating a new database (single-user)
page 41
Creating a new database (demo)
page 42
Creating a New Database - Server
The Enterprise by HansaWorld server applications do not have graphical
interfaces. As described in the ‘Multi-user Installation’ section above on page 23,
it is recommended that you use the GUI application to create and configure a
new database. You can do this on the server machine itself if it is accessible.
Otherwise, work on a local machine and copy the database to the server when
you have finished, as described in that section.
1.
Ensure there is no database file with the name “HANSA.HDB” in the folder
containing the Enterprise by HansaWorld application, then start it by
double-clicking the application icon.
The “DBDEF.TXT” and “DEFAULT.TXT” text files must be present in the
same folder as the application when you create a new database. Enterprise
by HansaWorld will use these files to set some initial preferences in the new
database.
The first window to appear will ask how you want to use the application—
2.
32
Click the [Master Database] button if you are starting Enterprise by
HansaWorld for the first time, or the [Import Textbackup] button if you have
already been using Enterprise by HansaWorld and you need to import a
back-up file to a new database. The first option is described here: for details
of the second, please refer to the ‘Restoring from a Back-up’ section below
on page 94.
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
3.
A window will appear where you can specify a Master Password.
Choose and enter a Master Password, and click [Next].
When you use a client machine to log in to the server, you will be able to log
in as an existing user, or you will be able to use a [New User] button to
create a new User Account in the server database. When you do this, you
will be asked to enter the Master Password before you can create the new
User Account.
You can choose not to specify a Master Password at this stage, in which
case you will have to log in as an existing user before creating new User
Accounts. If you do not specify a Master Password now, you will be able to
specify one later if necessary: this is described in the ‘Changing the Master
Password’ section below on page 66.
The process of creating a User Account from a client computer is described
in more detail in the ‘Creating a New Database - Client’ section below on
page 36.
4.
The ‘Enter Company Name’ window will appear, asking for your company
name. Enter your company name and a shortened version of it (up to ten
characters), then click the [Next] button.
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Enterprise by HansaWorld
5.
The ‘Create User’ window will be opened. Here you can enter your personal
details, to create a User Account for yourself. You must enter your User
Name and Full Name before you can progress to the next step, but the
other information is optional. The User Name is the name that you will use
as your log-in identity code each time you log in to Enterprise by
HansaWorld. Enter your log-in details and click the [Finish] button at the
bottom of the window. Your User Account will be created.
6.
The ‘Login’ window appears—
Enter your User Name in the Signature field and your Password if you
specified one and click [OK].
7.
If you did not specify a Password in step 5, you will now be asked to do
so—
Enter the Password in the New Password and Retype New Password fields
and click [Save].
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
8.
If you did specify a Password in step 5, you will be asked if you want
Enterprise by HansaWorld to remember your Signature and Password, so
that you do not have to enter them yourself each time you log in.
Bearing in mind that the Password is a security feature, it is recommended
that you only click the [Yes] button if you are absolutely sure no-one other
than yourself will have access to your computer. If you click the [Yes] button
and then change your mind, you can turn off the feature by choosing ‘Stop
Auto Login’ from the File menu.
9.
The Master Control panel will appear, with your name shown in the title bar.
This is illustrated below on page 46 and fully described on page 113.
10. If the computer is connected to the internet, the ‘Choose Your Country:
Inspect’ window will open each time you start the application, providing a
reminder that you need to register. This window is the first step in the
Registration Wizard: please refer to page 66 below for more details about
registering.
11. It is recommended that you carry out the configuration work described in
this manual on the server, effectively working single-user. This includes
recording your full company details (page 49), entering extra Companies if
you need them (page 55), importing sample data (page 61) and applying
for an Enabler Key (page 66). Do this now before proceeding to step 12.
Otherwise, if you want to carry out the configuration work from a client
machine, proceed now to step 12.
12. By default, when you start the application as a server (steps 14 and 15
below), it will expect clients to connect through Port 1200. If you want to
change the Port, refer to the section describing the Program Mode register
below on page 65.
13. Quit the application by selecting ‘Quit’ from the File menu (Windows and
Linux) or from the Enterprise menu (Mac OS X). You can also use the Ctrl-Q
(Windows) or -Q (Mac OS X) keyboard shortcuts.
14. If you are working on the server machine, launch the command line or
service version of the Enterprise by HansaWorld server application as
described above on page 30.
15. If you are not working on the server machine, copy the database (named
“HANSA.HDB”) to the directory on the server containing the command line
or service server application. If the “Attach” folder is not empty, copy that as
well. Then, launch the command line or service application as described
above on page 30.
16. The next stage is to connect to the server from a client. Please refer to the
‘Creating a New Database - Client’ section immediately below for details.
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Enterprise by HansaWorld
Creating a New Database - Client
Having configured the server as described above on page 32, you can now
configure Enterprise by HansaWorld on each client computer. The server should
be running while you are doing this.
1.
Working on a client computer, ensure there is no database file with the
name “HANSA.HDB” in the folder containing the Enterprise by HansaWorld
application, then start it by double-clicking the application icon.
The “DBDEF.TXT” and “DEFAULT.TXT” text files must be present in the
same folder as the application when you create a new database. Enterprise
by HansaWorld will use these files to set some initial preferences in the new
database.
The first window to appear will ask how you want to use the application—
2.
Click the [Connect to Server] button. The ‘Server Address: Inspect’ window
will appear, listing the available servers in the same subnet as your client
computer—
Double-click the server in the list that you want to log in to, or click once and
then click the [Connect] button.
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
If the server is not listed, the probable reasons are—
i.
The server is in the same subnet as your client machine but it is not
discoverable by the client using the Bonjour service discovery protocol.
In this case, enter the IP address of the server and port in the Hardware
or IP and Port fields. The Port will be 1200 unless you changed it as
described in step 11 in the ‘Creating a New Database - Server’ section
above on page 32.
ii.
The server is not in the same subnet as your client machine. In this
case, first make sure you have ticked the Wide Area Network box in the
Configuration setting on the server (as described below on page 54)
and then proceed as described in step i immediately above.
If you do not know the IP address and Port, you can use the [Locate
My Server] feature. This feature requires you to have registered your
server database as described below on page 66 and so it can’t be
used with a brand new database. Click the [Locate My Server] button
to open the following window—
Enter the Company Code and Name, yo ur VAT registration number and
your country of registration. In the last case, press Ctrl-Enter (Windows
and Linux) or -Enter (Mac OS X) to choose from a list of options.
Then, click the [Save] button.
In all cases, the server details will be saved in the Company register in the
Enterprise by HansaWorld client database.
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Enterprise by HansaWorld
3.
The ‘Select Company’ window will appear, containing your company name,
as specified in step 4 of the ‘Creating a New Database - Server’ section
above on page 32—
Double-click the company name, or highlight it and press the Enter key on
your keyboard.
If the ‘Select Company’ window does not appear and instead your client is
unable to connect to the server, this will be because the "DBDEF.TXT" and
“DEFAULT.TXT” files were missing when you created the database. Please
refer to page 64 below. An early indication of this problem will be the server
not appearing in the list of available servers in the previous step.
4.
The login window will appear—
Click the [New User] button to create a User Account for a person who will
be using Enterprise by HansaWorld. This person will not necessarily have to
use Enterprise by HansaWorld on the particular client computer that you are
using to create their account. All User Accounts are stored in the server
database and any person will be able to log in and use Enterprise by
HansaWorld on any client computer containing the application.
If you did not specify a Master Password when configuring the server, you
cannot use the [New User] button to create a new User Account. Instead,
you should log in as an existing user, which will take you directly to step 10
below.
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
5.
A second login window will appear, where you should enter the Master
Password that you specified in step 3 of the ‘Creating a New Database Server’ section above on page 32—
This will log you in to the server where the User Account will be stored.
Having entered the Master Password, click the [OK] button.
6.
The ‘Create User’ window will be opened. Here you can enter a person’s
details, to create a User Account for that person. As before, you must enter
a User Name and Full Name before you can progress to the next step, but
the other information is optional. When you have completed the ‘Create
User’ window, click the [Finish] button at the bottom of the window. A new
User Account will be created.
7.
The ‘Login’ window appears—
Enter the User Name in the Signature field and the Password if you
specified one and click [OK].
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Enterprise by HansaWorld
8.
If you did not specify a Password in step 6, you will now be asked to do
so—
Enter the Password in the New Password and Retype New Password fields
and click [Save].
9.
If you did specify a Password in step 6, you will be asked if you want
Enterprise by HansaWorld to remember the Signature and Password, so
that the person will not have to enter them themselves each time they log in
using the particular client computer.
Bearing in mind that the Password is a security feature, it is recommended
that you only click the [Yes] button if you are absolutely sure no-one other
than yourself will have access to your computer. If you click the [Yes] button
and then change your mind, you can turn off the feature by choosing ‘Stop
Auto Login’ from the File menu.
10. The Master Control panel will appear, with your name shown in the title bar.
This is illustrated below on page 46.
11. If the computer is connected to the internet, a window will open reminding
you that you need to register. If you click the [Register this Product] button,
the ‘Choose Your Country: Inspect’ window will open. This window is the
first step in the Registration Wizard: please refer to page 66 below for more
details about registering.
12. Repeat the sequence for Enterprise by HansaWorld on each client
computer, creating User Accounts for each person that will use Enterprise
by HansaWorld. In steps 6-9, you can log in as each person and specify
Passwords for them. Each user will be able to change their password later.
If you are installing Enterprise by HansaWorld on a new client computer and
do not need to create a new User Account, log in as an existing user in step
4 to proceed to the Master Control panel.
13. If you will be carrying out the configuration work described in this manual
working on a client machine, you can now record your full company details
(page 49), enter extra Companies if you need them (page 55), import
sample data (page 61) and apply for an Enabler Key (page 66).
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
Creating a New Database - Single-user
To create a new single-user database, follow these steps—
1.
Ensure there is no database file with the name “HANSA.HDB” in the folder
containing the Enterprise by HansaWorld application, then launch the
application by double-clicking. A new database will be created
automatically.
The “DBDEF.TXT” and “DEFAULT.TXT” text files must be present in the
same folder as the application when you create a new database. Enterprise
by HansaWorld will use these files to set some initial preferences in the new
database.
!
The installation will not be
correct if the “DBDEF.TXT” file is
missing.
2.
The ‘Welcome to Enterprise by HansaWorld’ window will appear, asking you
how you want to use the application—
3.
Click the [Single User Database] button if you are starting Enterprise by
HansaWorld for the first time, or the [Import Textbackup] button if you have
already been using Enterprise by HansaWorld and you need to import a
back-up file to a new database. The first option is described here: for details
of the second, please refer to the ‘Restoring from a Back-up’ section below
on page 94.
4.
Create a new Company and User Account for yourself, as described in
steps 4-9 in the ‘Creating a New Database - Server’ section above on page
32, and log in. The Master Control panel will appear, with your name shown
in the title bar. This is illustrated below on page 46.
5.
You can now record your full compan y details (page 49), enter extra
Companies if you need them (page 55), import sample data (page 61) and
apply for an Enabler Key (page 66).
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Enterprise by HansaWorld
Creating a New Database - Demo
A demo database allows you to test new or unfamiliar Enterprise by HansaWorld
features before using them in your “live” database. A demo database is fully
functional with the exception that Cloud Services are disabled. You can use a
demo database for 30 days, after which it will go into restricted mode. From that
time onwards, you will only be able to print reports and documents to screen,
not to a printer, to file or to any other medium. Exporting from a demo database
and importing to a new database before the 30-day point will cause the new
database to go to restricted mode immediately.
1.
Start Enterprise by HansaWorld by double-clicking the application icon. The
first window to appear will ask how you want to use the application—
2.
Click the [Import Demo] button. A new database will be created, the
demonstration data will be imported, and you will be logged in automatically
(if the ‘Login’ window appears, log in as SJ with no password).
3.
After logging in, the Master Control panel will appear, as illustrated below on
page 46 but with one difference. The window title of the Master Control
panel will contain the phrase “(DEMO)” as a suffix. This is to remind you that
you have logged in to a demo database that you should use for testing only
and not for real data.
4.
If you are using Skype, Skype will now ask you if you will allow Enterprise by
HansaWorld to use Skype. Please refer to page 46 below for details.
Creating a New Database - Multi-user Demo
A demo database allows you to test new or unfamiliar Enterprise by HansaWorld
features before using them in your “live” database. A demo database is fully
functional with the exception that Cloud Services are disabled. You can use a
demo database for 30 days, after which it will go into restricted mode. From that
time onwards, you will only be able to print reports and documents to screen,
not to a printer, to file or to any other medium. Exporting from a demo database
and importing to a new database before the 30-day point will cause the new
database to go to restricted mode immediately.
In this section, we describe configuring a multi-user Enterprise by HansaWorld
demonstration database with the server and client application on the same
machine. This configuration is for trial and demonstration purposes only and is
not supported for “live” databases.
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
1.
Referring to the ‘ Multi-user Installation’ section above on page 25,
download the server and client applications that are appropriate for your
test machine.
2.
Install the server application as follows—
3.
i.
If you are using a Windows machine, install the service version by
running the server installer (named “enterprise.gbr.windows-x32server.71.msi” (32-bit version) or “enterprise.gbr.windows-x64server.71.msi” (64-bit version)). The default installation path is
C:\Program Files (x86)\HansaWorld\Enterprise Server 7.1 XXXXXX\ (32bit) or C:\Program Files\HansaWorld\Enterprise Server 7.1 XXXXXX\
(64-bit) where XXXXXX is the date of the version of Enterprise by
HansaWorld you are installing. For simplicity, after installation, change
the name of the final directory from “Enterprise Server 7.1 XXXXXX” to
“Enterprise”.
ii.
If you are using Mac OS X, open the server .dmg file (named
“enterprise.gbr.macosx.server.71.dmg”) by double-clicking, and then
copy the folder it contains to the ‘Applications’ folder. For simplicity,
change the name of this folder from “Enterprise Server” to “Enterprise”.
iii.
If you are using Linux, expand the server .tgz file (named
“enterprise.gbr.linux.server.71.tgz”) by double-clicking, and then copy
the folder it contains to the ‘Applications’ folder. For simplicity, change
the name of this folder from “enterprise-linux-server” to “Enterprise”.
If you are using a Windows machine, start the server application as
follows—
i.
Use Notepad or a similar text-editing program to create a text file
named “parameters.txt”. Save this file in the “Enterprise” directory, on
the same level as the server application. The file should contain a
single line of text—
Demo/GBR-Demo.TXT
For reference, the “parameters.txt” file can contain the name of any .txt
file containing data that you want to import.
ii.
Start the server application. To do this, restart the machine: the service
will be launched automatically. If you do not want to restart, open the
Control Panel and double-click ‘Administrative Tools’ and then
‘Services’. Find and select ‘Enterprise Server 7.1 140116’ in the list and
choose to start the service. (The name will vary slightly, depending on
the precise version of Enterprise by HansaWorld you are using.) When
it starts, it will obey the instruction in the “parameters.txt” file and import
demonstration data from the “GBR-Demo.TXT” file.
iii.
When the import finishes, for security reasons the service will quit (you
may need to monitor the log file (named “hansa.log”) to see when the
service quits). Empty or rename the “parameters.txt” file and then
restart the application as described in (ii) above (if you do not empty or
rename the “parameters.txt” file, the demonstration data will be
imported again).
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Enterprise by HansaWorld
4.
If you are using a Mac OS X or Linux machine, start the server application
as follows—
i.
Launch the Terminal application using the Terminal icon in the Panel or
Dock (or from the “Utilities” folder in the “Applications” folder).
ii.
Change to the “Enterprise” directory by typing—
cd /Applications/Enterprise
iii.
Type—
./Enterprise Demo/GBR-Demo.TXT
This instruction will launch the server application and cause it to import
demonstration data from the “GBR-Demo.TXT” file. As described in
point 4 i above, you can include in this instruction the name and path of
any .txt file containing data that you want to import.
iv.
When the import finishes, for security reasons the application will quit.
You will be informed when this happens in the Terminal window.
Restart the application by typing—
./Enterprise
44
5.
Locate the client installer that you downloaded in step 1, and install it. In the
case of Windows, run the installer application. In the case of Mac OS X and
Linux, open the .dmg file or expand the .tgz archive. In all cases, it is
recommended that you install the client in a folder or directory named
“Enterprise Client” in your “Program Files” directory or “Applications” folder.
6.
Start the Enterprise by HansaWorld client application by double-clicking the
application icon. The first window to appear will ask how you want to use
the application—
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
7.
Click the [Connect to Server] button. The ‘Server Address: Inspect’ window
will appear, listing the available servers in the same subnet as your client
computer—
8.
Double-click the server in the list that you want to log in to, or click once and
then click the [Connect] button.
9.
The ‘Select Company’ window appears: select the single option by doubleclicking—
10. Log in as SJ with no password—
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Enterprise by HansaWorld
11. After logging in, the Master Control panel will appear, as illustrated below on
page 46 but with one difference. The window title of the Master Control
panel will contain the phrase “(DEMO)” as a suffix. This is to remind you that
you have logged in to a demo database that you should use for testing only
and not for real data.
12. If you are using Skype, Skype will now ask you if you will allow Enterprise by
HansaWorld to use Skype. Please refer to page 46 below for details.
The Work Area
After you log in to your Enterprise by HansaWorld system, the first window to
appear will be the Master Control panel. This will be the basis for all your work in
Enterprise by HansaWorld and is fully described below on page 113. It is
illustrated below to enable you to identify the various parts of the screen
mentioned in the following sections.
Current
Company
and User
Operations
Menu
Log in as
another user
Menu Bar
Personal
Desktop
Business
Communicator
Hansamanuals.com
Web
tutorials
HansaWorld.com
Registers
Key Performance
Indicators (KPIs)
If the ‘Registers’ section of the Master Control panel is empty, this will be
because the "DBDEF.TXT" and “DEFAULT.TXT” files were missing when you
created the database. Please refer to page 64 below.
Interaction with Skype
If you use Skype, you can initiate Skype chats and Skype calls from Enterprise
by HansaWorld. This requires Skype and Enterprise by HansaWorld to
communicate with each other. To establish communication between the two
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
applications, follow the steps described below. In a multi-user system, you
should follow these steps on every client machine on which Skype is used—
1.
Click the [Module] button in the Master Control panel or use the Ctrl-0 (zero)
(Windows and Linux) or -0 (Mac OS X) keyboard shortcut to open the list
of modules. Find ‘User Settings’ in the list and double-click.
2.
Click the [Settings] button in the Master Control panel or use the Ctrl-S/-S
keyboard shortcut. Find ‘Local Machine’ in the list and double-click.
3.
A window entitled ‘Local Machine: Inspect’ will open. Click the button
marked ‘Integrations’ towards the top centre of the window—
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Enterprise by HansaWorld
You will see a set of options marked ‘Connect to Skype’—
Choose the ‘Yes’ option, and then click the [Save] button in the top righthand corner of the window.
4.
The next time you start Enterprise by HansaWorld, it will start
communicating with Skype, if that application is running. When you log in to
Enterprise by HansaWorld, Skype will ask you if you will allow Enterprise by
HansaWorld to use Skype—
If you choose the first option, you will allow Enterprise by HansaWorld to use
Skype, and you will not be asked again (unless you install a new version of
Enterprise by HansaWorld). This means that you will be able to initiate
Skype calls and chats from the ‘Business Communicator’ window, and that
all incoming and outgoing Skype calls will be added to the contact history
of the relevant Customers and Suppliers.
If you choose the second option, you will prevent Enterprise by HansaWorld
from using Skype, and you will therefore not be able to make or receive
Skype calls or chats from Enterprise by HansaWorld. If you choose this
option and then change your mind, quit Enterprise by HansaWorld, and
then, in Skype—
•
48
Under Windows, choose ‘Options’ from the Tools menu, then click the
[Advanced] button in the list down the left-hand side. Click on ‘Manage
other programs’ access to Skype’ at the bottom of the page.
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
•
On Mac OS X, choose ‘Manage API Clients’ from the Account menu
(available in Skype 2.6.0.137 and later).
Remove all HansaWorld entries from the list, and then restart Enterprise by
HansaWorld.
Depending on the version of Skype you are using, there may be a third
option not shown in the illustration, “Allow this program to use Skype, but
ask again in the future”. If you choose this option, you will be asked to allow
Enterprise by HansaWorld to use Skype each time you start Enterprise by
HansaWorld.
The next step is to record your full company details in your copy of Enterprise by
HansaWorld. This is described in the section immediately below.
Settings - Entering your Company Name and Address
Each Enterprise by HansaWorld module contains a number of settings that you
can use to control how that module operates. Before you start working with each
module, you should check its settings, to tailor its behaviour to your
requirements. Some settings have an impact that goes beyond a single module,
in fact affecting your entire Enterprise by HansaWorld system. You can find
these settings in the System module.
You will now use one of these settings, the Company Info setting, to enter
company name, address and other information that will then be printed in
reports and documents such as Invoices. Follow these steps—
1.
Click the [Module] button in the Master Control panel or use the Ctrl-0 (zero)
(Windows and Linux) or -0 (Mac OS X) keyboard shortcut. This list of
modules appears—
Choose the System module by double-clicking.
In all list windows such as this one, you can navigate to and select an
option using the keyboard if you so prefer. Type the first few characters of
the name of the option you want (in this case, “sys” for example) and then
press the Enter or Return key twice.
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Enterprise by HansaWorld
2.
Click the [Settings] button in the Master Control panel or use the Ctrl-S
(Windows and Linux) or -S (Mac OS X) keyboard shortcut to bring up a list
of the settings in the System module—
3.
Double-click the ‘Company Info’ option. The ‘Company Info: Inspect’
window appears.
The Company Name that you entered in the ‘Enter Company Name’ window
(step 4 in the ‘Creating a New Database - Server’ section above on page 32
or the ‘Creating a New Database - Single-user’ section on page 41) will be
shown in the first field. Use the Business Name field if your company has
two names (for example, a registered name and a commercial name). It is
mandatory to enter a Business Name (i.e. registered name) in Portugal.
Enter your address and contact information as appropriate and as shown in
the example illustration on the next page.
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
4.
Click the [Reg] button towards the top centre of the window to see the other
important fields in this setting.
Here you can enter your company registration number and VAT Number—
Make sure the company name and telephone number (on the ‘Address’
card), and the company registration number and VAT number (on the ‘Reg’
card) are exactly as written and spelt in your HansaWorld contract, as this
information will be used when you register the software. This information will
also be printed on the documents such as Invoices and Purchase Orders
that you send to your Customers and Suppliers. You should also check that
the Company Type is correct, as this will also be used during the
registration process—
Multi User
Choose this option if more than one person will have
access to the company (i.e. the company will be stored in
the database on a server machine). You should choose
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Enterprise by HansaWorld
this option if you clicked the [Master Database] button in
the ‘Welcome to Enterprise by HansaWorld’ window (page
32 above).
Consolidated
Choose this option if the information in the company will be
included in consolidated reports. Please refer to the
‘Consolidation’ manual for more information.
Single User
This option means that only one user will be able to log in
to the company at any one time. You should choose this
option if you clicked the [Single User Database] button in
the ‘Welcome to Enterprise by HansaWorld’ window (page
41 above).
Enter your company’s bank account details in the Bank 1 and Bank 2 fields.
This information can be printed on documents such as Invoices, and will
also be used if you will pay your Purchase Invoices by credit transfer. In
most countries, you should enter the sort code of your bank in the Bank 1
field and your account number in the Bank 2 field. In Hungary, Norway and
Poland, however, enter your account number in Bank 1, and in Namibia
enter your account number in Bank 1 and the sort code in Bank 2.
The Bank Customer ID is required when issuing payment instructions to
banks in some countries. In Norway, you should enter here your company’s
VAT number with non-numeric characters removed. For example, if your
company’s VAT number is NO 987654321 MVA, enter 987654321. In
Sweden, if you have a PlusGirot account, enter your Customer Number at
PlusGirot in this field.
In Portugal, you must also enter information required for SAF-T reporting in
the following fields—
Commercial Reg. No.
Enter the commercial registration number of your
company.
Home Community Enter the region or district in which your company is
located.
The format required by the Country field depends on your location. In
Finland and Latvia, you should use the two-character ISO format (i.e. “FI”
for Finland or “LV” for Latvia).
5.
52
Click the [E-mail] button towards the top centre of the window to see the
other fields in this setting.
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
The Edit and Report Font fields allow you to select different fonts for use on
screen and in reports respectively. If you leave these fields empty, default
fonts selected for maximum readability will be used. You should only
change them if you have good reasons to do so. In non-English versions of
Enterprise by HansaWorld, use these fields to select fonts with special
character sets.
VAT Law and Character Set ensure the behaviour of Enterprise by
HansaWorld conforms to certain local conventions of the country in which it
is being used. To choose the correct VAT Law and Character Set for your
location, place the cursor in one of these fields and then press the Ctrl-Enter
(Windows and Linux) or -Enter (Mac OS X) key combination. A selection
list will appear in which you can choose an option by double-clicking. In the
case of the VAT Law field, if your country is not listed in the selection list,
choose the “Default” option.
Details of the other fields in the Company Info setting can be found in the
‘System Module’ manual.
6.
When you have completed the window, click the [Save] button in top righthand corner to save the changes and close the window.
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Enterprise by HansaWorld
Modules, Users and Companies
The next task is to ensure that you have been granted access to the appropriate
modules and that the correct numbers of users and Companies have been
registered. If you no longer have the ‘Settings’ list on screen, open it using the
Ctrl-S/-S keyboard shortcut or by clicking the [Settings] button in the Master
Control panel once again. Select ‘Configuration’ by double-clicking. The
‘Configuration: Inspect’ window appears—
Ensure that the numbers of Total Users and Concurrent Enablers are correct.
Enter the total number of users you have purchased (including both Named and
Concurrent Users) in the Total Users field, and the number of Concurrent Users
in the Concurrent Enablers field. If you have purchased Mailboxes for your
Concurrent Users, enter the quantity purchased in the Extra Concurrent
Mailboxes field. Do not include Mailboxes belonging to Named Users in this
field.
If you need more than one Company, click the button marked ‘Companies’
towards the left-centre of the window. The fields in the lower part of the window
will change—
Enter the correct number in the Multi-User Non-Consolidated Companies field.
You should only change the number of Companies if your business is one where
there are separate departments or subsidiary companies that keep separate
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
accounts, as described in the ‘Companies and Databases’ section above on
page 29. Each Company requires a separate licence, so do not enter a greater
number than you have purchased. For details about adding Companies, please
refer to the ‘Changing and Adding Companies’ section below on page 55.
In the remaining sections of the window (visible by clicking the six buttons
marked ‘Basic’, ‘Verticals’, etc), select the modules that you require by clicking
the check box next to each one so that a tick appears. Choose the options that
describe your hardware most accurately in the Server Hardware and Server OS
fields (in a single-user system, choose the options that apply to the machine on
which you will be using Enterprise by HansaWorld). To choose an option, place
the cursor in one of these fields and press the Ctrl-Enter (Windows and Linux) or
-Enter (Mac OS X) key combination. A selection list will appear in which you
can choose an option by double-clicking.
If your server is not in the same subnet as the clients, make sure you tick the
Wide Area Network option on the ‘Technical’ card. To be in the same subnet, the
first three sections of the IP addresses of the server and clients must be the
same.
When the Configuration setting is complete, click the [Save] button.
If you intend applying for an Enabler Key using the ‘Automatic Internet Enabler’
method, you only need specify your Server Hardware and Server OS in the
Configuration setting. All other information will be downloaded to this setting
from the HansaWorld server together with the Enabler. However, before applying
for an Enabler you should select the modules that you need so that you can
carry out any necessary configuration work. If you will use one of the other
methods to apply for an Enabler Key, you must make sure the Configuration
setting is complete and correct before applying. Details about applying for an
Enabler Key are below on page 66.
Changing and Adding Companies
When you create a new database, it will contain a single Company, created for
you automatically. If you need to create extra Companies, you can do this now.
You should only create extra Companies if your business is one where there are
separate departments or subsidiary companies that keep separate accounts, as
described in the ‘Companies and Databases’ section above on page 29.
Changing and Adding Companies - Single-user
Follow these steps—
1.
If you will be adding extra Companies and you have not already done so,
make sure you have entered the correct number of Companies in the
Configuration setting, as described in the previous section above on page
54.
2.
Click the [Company] button in the ‘Company’ section of the Master Control
panel—
3.
The ‘Select Company’ window opens. In the top left-hand corner, there is an
[Operations] button with the following icon—
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Enterprise by HansaWorld
Click this button to open the Operations drop-down menu—
Select the ‘Open Companies Setting’ option. The ‘Companies: Inspect’
window is opened—
The Company Name and Short Code in the first Company are both taken
from the ‘Enter Company Name’ window (step 4 in the ‘Creating a New
Database - Single-user’ section above on page 41). If these are not
suitable, change them now.
4.
56
To create more Companies, click in the Code field in the first blank row and
enter information as described below. Remember, this should only be done
for parts of your business that are completely separate accounting entities
to the first Company.
Code
Enter a unique code. This must be a numeric code
between 1 and 99.
Name
Enter a name by which this company or department will be
identified in the ‘Select Company’ window. This window is
where you will choose the Company you want to work with
each time you log in to Enterprise by HansaWorld.
Short
If you have more than one Company in your database, you
can switch between Companies in a work session, leaving
windows from each Company open. This Short Code will
appear at the beginning of every window title to indicate
the Company to which the information in the window
belongs. If you only have one Company, you don’t need to
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
specify a Short Code, in which case window titles will not
include a Company indicator.
TCP/IP
You should only use this field on client machines in multiuser systems. Leave it empty in single-user systems.
Port
You should only use this field on client machines in multiuser systems. Leave it empty in single-user systems.
Please refer to the ‘System Module’ manual for details of the fields on flips
B, C and D. You only need use the fields on flips B and D in larger multiuser systems, and those on flip C in single-user systems.
If you are creating a new Company, the “DEFAULT.TXT” text file must be
present in the folder containing the Enterprise by HansaWorld application. It
contains some basic settings that will be imported to the new Company
automatically.
It is advisable to enter as many Companies as you need now, so that you
only need apply for an Enabler Key once. You will be able to enter all set up
information such as a Chart of Accounts to one Company and then to
export those settings to the other Companies (or to transfer them by
dragging and dropping). Remember that each Company will maintain
completely separate accounts, so there is no need to create separate
Companies for departments that are part of the same accounting whole.
5.
When the entry is complete, click the [Save] button in the top right-hand
corner of the Company screen.
For security reasons, Enterprise by HansaWorld will shut down after you
make any changes or additions in the Company register, and it will restart
automatically.
6.
After creating each new Company, log in to it and then enter the correct
name and address details as described in the ‘Entering your Company
Name and Address’ section above on page 49. You should do this in each
Company before applying for an Enabler Key. To change Companies
during a work session, simply use the Ctrl-O (alpha O) (Windows and Linux)
or -O (Mac OS X) keyboard shortcut to open the ‘Select Company’
window to choose a different Company.
7.
You should also enter a new User Account for yourself with a password in
each Company. Please refer to page 281 below for details.
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Enterprise by HansaWorld
Changing and Adding Companies - Multi-user
In a multi-user installation, all data is stored in the database on the server. There
will also be a small database on each client, containing almost no data. If you
are working on a client and you create a new record (e.g. a new Invoice) and
save it, it will be saved in the server database only. This is the case for most
records, but not for Companies. If you are working on a client and you create a
new Company, it will be saved in the client database, not on the server. This is
because the Companies in the server database and the Companies in each
client database are distinct. The Companies in the server database are used to
store the data relating to each Company. The Companies in a client database
allow you to find a Company on the server, connect to it and log in to it.
Adding a new Company in a multi-user system is therefore a two-stage process.
You need first to create the Company in the server database. Then you need to
add the Company to the databases on each client so that they will be able to log
in to the new Company on the server.
To create the Company in the server database, you must make sure you are the
only user logged into the system, and you should be logged in as a system
administrator as described below on page 286. You may find it easier to work on
the server itself for steps 1-7 using the GUI application.
Follow these steps—
1.
If you will be adding extra Companies and you have not already done so,
make sure you have entered the correct number of Companies in the
Configuration setting, as described in the previous section above on page
54.
2.
You should only carry out this step if you have logged in from a client as a
system administrator. Do not do it if you are working on the server machine
itself.
Use the Ctrl-0 (zero) (Windows and Linux) or -0 (Mac OS X) keyboard
shortcut to open the list of modules, and double-click ‘Technics’. Click the
[Program Mode] button in the Master Control panel. Choose ‘Admin Client’
from the Operations menu. This ensures that when you create the new
Company as described in steps 4-7, you will save it in the server database.
If you do not choose ‘Admin Client’, the new Company will be saved in the
database on your client machine. The phrase “Admin Client” will be added
as a suffix to the window title of the Master Control panel.
3.
58
Click the [Company] button in the ‘Company’ section of the Master Control
panel—
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
4.
The ‘Select Company’ window opens. Click the [Operations] button to open
the Operations drop-down menu—
Select the ‘Open Companies Setting’ option. The ‘Companies: Inspect’
window is opened—
The Company Name and Short Code in the first Company are both taken
from the ‘Enter Company Name’ window (step 4 in the ‘Creating a New
Database - Server’ section above on page 32). If these are not suitable,
change them now.
5.
To create more Companies, click in the Code field in the first blank row and
enter information as described in step 5 in the ‘Single-user’ section above
on page 55. As described in that section, leave the TCP/IP and Port fields
empty.
If you are creating a new Company, the “DEFAULT.TXT” text file must be
present in the folder on the server containing the Enterprise by HansaWorld
application. It contains some basic settings that will be imported to the new
Company automatically.
It is advisable to enter as many Companies as you need now, so that you
only need apply for an Enabler Key once. You will be able to enter all set up
information such as a Chart of Accounts to one Company and then to
export those settings to the other Companies (or to transfer them by
dragging and dropping). Remember that each Company will maintain
completely separate accounts, so there is no need to create separate
Companies for departments that are part of the same accounting whole.
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Enterprise by HansaWorld
6.
When the entry is complete, click the [Save] button in the top right-hand
corner of the Company screen.
For security reasons, the Enterprise by HansaWorld server application will
shut down after you make any changes or additions in the Company
register. So, if you are working on a client, you will need to close the client.
7.
If you were working from a client, restart the command line or service
version of the server as normal and as described above on page 30.
8.
You should now update the Company register on each client. On a client,
the purpose of the Company register is to allow you to find, connect to and
log in to each Company on the server.
When you restart a client, the ‘Select Company’ window will appear. It will
list the Companies stored on the client, so the new Company that you
created in step 6 will not be in the list. Choose ‘Open Company Register’
from the Operations menu. When the ‘Companies: Inspect’ window opens,
add the new Company.
You must use the same Code that you used on the server in step 6, and you
must list the Companies in the same order that you used on the server. On
the client you must also specify the IP address of the server and the port.
These enable the client to locate the correct server machine on the network,
and the correct port on that server. The default port is 1200—
9.
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For security reasons, Enterprise by HansaWorld will shut down after any
changes or additions have been made in the Company register. In this
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
case, only the client you are working on will close, and it will restart
automatically. The ‘Select Company’ window will open, listing the new
Company and showing any changes you made to the existing one. Doubleclick the one that you want to work with.
10. After creating each new Company, log in to it and then enter the correct
name and address details as described in the ‘Entering your Company
Name and Address’ section above on page 49. You should do this in each
Company before applying for an Enabler Key. To change Companies
during a work session, simply use the Ctrl-O (alpha O) (Windows and Linux)
or -O (Mac OS X) keyboard shortcut to open the ‘Select Company’
window to choose a different Company.
11. You should also enter new User Accounts with passwords in each
Company. Please refer to page 281 below for details.
Importing Sample Data
The Enterprise by HansaWorld installation package includes a number of files
containing sample data, such as Form designs and a chart of Accounts. You
can import some or all of this sample data to your database and then modify it
to suit your own requirements. Depending on those requirements, it may be
easier to do this than to start from scratch. This is especially recommended in
the case of Form designs.
The following files are included in the installation package—
File
Content
UKACCS1.TXT
Chart of Accounts
Definition of Balance Sheet report
Definition of Profit & Loss report
Definition of VAT report (VAT Return)
Account Usage S/L setting (sets defaults for Accounts
used in the Sales Ledger)
Account Usage P/L setting (sets defaults for Accounts
used in the Purchase Ledger)
Account Usage Stock setting (sets defaults for Accounts
used in the Stock module)
VAT Codes
Payment Modes (payment methods)
UKForms.txt
Form designs
Document Definitions (specifying when each Form will be
printed)
Styles (various text attributes e.g. font, size, bold, italic etc)
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Enterprise by HansaWorld
UKSTD.TXT
Various settings e.g. Fiscal Years, Payment Terms,
Reporting Periods
ItemButtonsBlock.txt
Sample Item buttons for touch-screen Invoice
LocalLoginBlock.txt
Sample Login Shortcuts that specify the screens shown to
users on logging in
LocalLoginOptBlock.txt
Displays buttons and keypad in the ‘Login’ window
(suitable for use with touch-screen)
To import one or more of these files, follow the steps described below. If you
have more than one Company, the file will only be imported to the Company you
are working in. Repeat the process in each Company as required.
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1.
In a multi-user system, ensure you are the only user logged in. Importing is
disabled if there are two or more users working in the system.
2.
Ensure you are in the System module using the Ctrl-0 (zero) (Windows and
Linux) or -0 (Mac OS X) keyboard shortcut or the [Module] button in the
Master Control panel.
3.
Click the [Routines] button in the Master Control panel and then click
[Imports]. Alternatively, use the Ctrl-Shift-I (Windows and Linux) or -Shift-I
(Mac OS X) keyboard shortcut. The ‘Imports’ window is shown—
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
4.
Double-click ‘Automatic’, or click once and press the Enter key. The ‘Import
files available’ window opens, listing importable files (with .txt extension) in
the “Backup” and “Setup” folders in the folder containing the Enterprise by
HansaWorld application (client application in multi-user systems)—
5.
Double-click an item in the list to import it.
The file will be imported. A message window informs you about the
progress of the import.
When the import is finished, repeat the process if you need to import another
file.
If you import the sample Chart of Accounts, you can then change it to make it
more suitable for your requirements. But note that the other settings imported
from the UKACCS1.TXT file presume that you are using the sample chart in an
unmodified form. So, if you alter the chart, you must also alter these other
settings. For example, if you change the Account Code of the VAT Outputs
Payable Account, remember to alter all the VAT Code records and the definition
of the VAT Report accordingly as well.
Please refer to page 134 below for more information about importing information
into Enterprise by HansaWorld.
If you do not wish to use the templates supplied…
You are free not to use the templates supplied and to implement your own
accounting set-up. If you choose to do this, please first refer to Chapter 3 (page
218 below) where some basic accounting principles are outlined. Then, referring
to the appropriate manuals, you will need to create your Chart of Accounts and
define some Fiscal Years in the Nominal Ledger. Then, set up VAT Codes, again
in the Nominal Ledger, and ensure the correct Accounts have been defined for
use by various functions using the Account Usage S/L, Account Usage P/L and
Account Usage Stock settings. You should also check the Item Group register
and the Payment Modes setting. Finally, referring to the ‘Reports’ section of the
‘Nominal Ledger’ manual, define the Balance Sheet, the Key Financial Ratios
Report, the Profit & Loss Report and the VAT Report.
Importing your own Chart of Accounts
If you are changing to Enterprise by HansaWorld from another computerised
accounts program, you may be able to import the accounts set-up from that
program. This will have three advantages: the import procedure is relatively fast
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Enterprise by HansaWorld
(compared to entering the accounts manually), the possibility of data entry
errors is reduced and you will be able to use a Chart of Accounts with which you
are already familiar.
To import your own Chart of Accounts, copy it into a text file and then follow the
import instructions described above on page 61 in the ‘Importing Sample Data’
section. For details of the composition of the text file (i.e. field order), please
refer to your local HansaWorld representative.
If the “DBDEF.TXT” and “DEFAULT.TXT” files are missing
If you attempt to create a new database as described in the ‘Creating a New
Database - Server’ or ‘Creating a New Database - Single-user’ sections above
on pages 32 and 41 respectively but without the “DBDEF.TXT” and/or
“DEFAULT.TXT” files present in the folder or directory containing the Enterprise
by HansaWorld application, that database will be created successfully. However,
the process will deviate from the path outlined in two respects—
1.
If you are creating a new server database, it will have no Port Number, and
therefore no clients will be able to log in.
2.
When the Master Control panel appears, the ‘Registers’ section towards the
bottom of the window will be empty. If you click the [Module] button or use
the Ctrl-0/-0 keyboard shortcuts, you will see that you only have access to
the System and User Settings modules.
You can either decide to start again or to proceed with the empty database. The
former route is recommended, as you will not have lost much time. Follow these
steps—
1.
Close Enterprise by HansaWorld using the ‘Quit’ command on the File
menu (or the Enterprise menu if you are using Mac OS X).
2.
Delete the “HANSA.HDB” file.
3.
Locate the “DBDEF.TXT” file and move it to the folder or directory
containing the Enterprise by HansaWorld application. Also, ensure that the
‘DEFAULT.TXT’ file is present.
4.
Launch Enterprise by HansaWorld again and follow the procedure
described in the ‘Creating a New Database - Server’ or ‘Creating a New
Database - Single-user’ sections on pages 32 and 41 respectively as
appropriate.
If you decide to proceed with the empty database, follow these steps—
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1.
Click the [Module] button in the Master Control panel and double-click
‘System’ in the subsequent list. Click the [Routines] button in the Master
Control panel and then the [Imports] button in the ‘Routines’ window.
Double-click ‘Manual file search’ in the subsequent list. Locate the
“DBDEF.TXT” file and import it. You will now have access to all modules,
and Port 1200 will be assigned to the application. You will need to restart
the application to open the Port before clients can log in.
2.
Repeat the previous step, this time importing the “DEFAULT.TXT” file.
3.
Return to the ‘Entering your Company Name and Address’ section above
on page 49 to resume the configuration sequence.
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
The Program Mode Register
The Program Mode register allows you to control the operation of the server. It is
in the Technics module, so if you working from a client you must make sure you
are the only user logged into the system, and you should be logged in as a
system administrator as described below on page 286. You can also work on
the server itself using the GUI application.
Use the [Module] button in the Master Control panel or the Ctrl-0/-0 keyboard
shortcut to go into the Technics module, then click the [Program Mode] button
in the bottom left-hand corner of the Master Control panel.
The Program Mode register contains the following fields—
Server Card
Server Port
Specify the Port that you want to be used for TCP/IP
communication between the Enterprise by HansaWorld
server and its clients. The default is 1200. If you have more
than one copy of Enterprise by HansaWorld running
different databases on the same server (not recommended
or supported by HansaWorld), each must feature a unique
Server Port number.
If you change the Server Port or put one in for the first time,
you must quit Enterprise by HansaWorld and restart for the
change to take effect.
Default Company
If you have more than one Company in your database and
you would like a particular one to be used by default when
you launch Enterprise by HansaWorld, enter the Code of
that Company here. The next time you launch Enterprise by
HansaWorld, the Company specified here will be opened
automatically and the ‘Select Company’ window will not
appear. If you need to work in a different Company, click
the [Cancel] button when the ‘Login’ window appears.
This field is the only field in this register that only applies to
single-user systems.
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Enterprise by HansaWorld
Bind IP Card
Bind to IP Address
Use this field if your server machine has several network
cards/interfaces with separate IP addresses. Specify here
which one of those IP addresses you want to use for
communication between the Enterprise by HansaWorld
server application and its clients.
Other Cards
The remaining fields in this register are only used in the specialised situations
when setting up the Web Shop and Print and Fax servers. You can leave them
blank when setting up a standard data server.
For details about setting up Print and Fax servers, please refer to the section
describing the Printers setting in the ‘System Module’ manual. For details about
setting up a Web Shop, please refer to your local HansaWorld representative.
Once the ‘Server’ card of this register is complete, click the [Save] button in the
Button Bar to save. If you have entered a Server Port number for the first time (or
changed the one that was already there), quit Enterprise by HansaWorld and
restart to allow the change to take effect.
Changing the Master Password
When you use a client machine to log in to the server, you will be able to log in
as an existing user, or you will be able to use a [New User] button to create a
new User Account in the server database. When you do this, you will be asked
to enter the Master Password before you can create the new User Account. If
you have not specified a Master Password, you will not be able to use this
feature.
If you need to specify a Master Password for the first time, or want to change the
Master Password, follow these steps—
1.
Open the Program Mode register as described above.
2.
Choose ‘Set Master Password’ from the Operations menu. The ‘Choose
Master Password’ window opens—
3.
Enter the new Master Password and click the [Run] button.
The Enabler Key
After installing Enterprise by HansaWorld, you should register it with
HansaWorld. This registration process will provide you with an Enabler Key.
When you install Enterprise by HansaWorld, this Key will be absent. The
program will be fully operational for 30 days after installation, with the exception
that Cloud Services will be disabled. This allows time for the set-up work
described in the previous sections and elsewhere in this manual. After 30 days,
if you have not registered to apply for your Key, Enterprise by HansaWorld will
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
change to restricted mode: it will remain fully functional, but printing will be
disabled.
You can apply for the Key at any time (before or after the 30-day point), but
before doing so you should ensure you have registered the number of
Companies that you need and entered them all in the Company register (page
55 above), named them all and assigned to them the correct Company Type in
the Company Info setting (page 49 above), and, depending on the method you
will use to apply for an Enabler Key, given yourself access to the required
modules and entered the number of users in the Configuration setting (page 54
above). You should also have specified your server hardware and operating
system (or standalone hardware and OS), also in the Configuration setting.
Before you have registered and if the computer is connected to the internet, the
‘Choose Your Country: Inspect’ window will begin to open each time you start
the application, providing a reminder that you need to register. This window is
the first step in the Registration Wizard: you can open the Wizard at any time
from the Internet Enablers setting. Please refer to step 2c in the ‘Automatic
Internet Enablers’ section below on page 67 for more details about the Wizard.
Once you have obtained a Key, you should not change the Valid Until Date or
the numbers of users, mailboxes or conferences in the Configuration setting,
give yourself access to different modules, add a new Company to the database,
or change the Company Name in the Company Info setting in any existing
Company. Any of these changes will cause Enterprise by HansaWorld to go into
restricted mode (printing will be disabled). You can regain full use of the
program by applying for a new Enabler Key in the Internet Enablers setting.
You should keep a record of your Enabler Key in a safe place: you may need to
enter it again if you ever create a new database by restoring from a back-up file.
!
Set up your Companies and
define the Configuration and
Company Info settings in each
one before applying for an
Enabler Key.
If you need to call HansaWorld Support for help obtaining an enabler, you can
find
the
telephone
number
of
your
local
office
at
http://www.hansaworld.com/countries/.
Automatic Internet Enablers
The Automatic Internet method requires the computer (server, client or singleuser machine) containing Enterprise by HansaWorld to be connected to the
internet. If you use this method to apply for an Enabler Key, you will first instruct
your copy of Enterprise by HansaWorld to connect to and register with the
customer database on the HansaWorld server. This database contains details of
your contract (modules and number of users purchased, etc). Immediately upon
registration, a Key will be downloaded from the HansaWorld server, and
subsequent Keys will be downloaded automatically every month. As well as the
Key, the number of users, module access and other information will also be
downloaded from the HansaWorld database to your Configuration setting.
Everything previously in this setting will be overwritten. Unlike the other methods,
therefore, you do not need to ensure the Configuration setting is complete or
accurate before applying for a Key using this method. All you need do is make
sure you have specified your Server Hardware and Server OS. You should also
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Enterprise by HansaWorld
make sure you have recorded your company name, company type, company
registration number and VAT registration number in the Company Info setting.
To obtain Enabler Keys using the Automatic Internet method, follow these
steps—
1.
Ensure you are in the System module and open the ‘Settings’ list by clicking
the [Settings] button in the Master Control panel or using the Ctrl-S/-S
keyboard shortcut. Select ‘Internet Enablers’ by double-clicking—
2.
In this step, you will ensure your copy of Enterprise by HansaWorld will be
able to identify itself to the customer database on the HansaWorld server.
You can do this using one of three methods—
a.
Fill in the three fields at the top of the window as follows—
Registered in
Enter the country where your company is registered. To
choose an option, place the cursor in this field and press
the Ctrl-Enter (Windows and Linux) or -Enter (Mac OS X)
key combination. A selection list will appear in which you
can choose an option by double-clicking.
Customer Code at HansaWorld
Enter the Customer Code allocated to your company by
HansaWorld. This can be found on your HansaWorld
invoice.
Contract Number at HansaWorld
Enter the Contract Number allocated to your company by
HansaWorld. This can be found on your HansaWorld
invoice.
Save the Internet Enablers setting. The window will close.
b.
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If you do not have enough information to fill in the three fields
described in point (a) above (e.g. you do not know your Customer
Code at HansaWorld), click the [Automatically Fill These Settings]
button. Assuming you are connected to the internet, your copy of
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
Enterprise by HansaWorld will connect to the customer database on
the HansaWorld server. It will then search the customer database for
your company name as entered in the Company Info setting. The two
names must match exactly: an extra space, for example, will mean that
a match will not be found. If it does not find a match, it will search for
your VAT Number, telephone number and company registration
number, again as entered in the Company Info setting.
If no match is found in the HansaWorld customer database, a message
will ask you to check that the information in the Company Info setting is
correct or to fill in the three fields described in point (a) yourself. Call
HansaWorld Support if you cannot fill in these fields.
If a match is found, information will be downloaded to the three fields
described in point (a) from the HansaWorld customer database, and
the Internet Enablers setting will be saved and closed.
c.
If you are not sure if your Company is registered in the HansaWorld
customer database, click the [Registration Wizard] button. The
‘Choose Your Country: Inspect’ window appears—
Enter the country where your company is registered or located. To
choose an option, place the cursor in this field and press the Ctrl-Enter
(Windows and Linux) or  -Enter (Mac OS X) key combination. A
selection list will appear in which you can choose an option by doubleclicking. Then, click the [Next] button.
The ‘Search for Existing Registration’ window appears—
If your company is not registered in the HansaWorld customer
database, leave both fields empty and click [Next]. The ‘Company
Information: Inspect’ window will open, containing your company name
and address, taken from the Company Info setting. Check the details
are correct and click the [Next] button. The next window will confirm
that your company has been registered in the HansaWorld customer
database, and you will be given a Customer Code that will be saved in
the Internet Enablers setting. You will now need to contact HansaWorld
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Enterprise by HansaWorld
to sign a contract and have it entered in the HansaWorld customer
database before you can proceed to step 3.
If you think your Company is registered in the HansaWorld customer
database, enter your VAT Number and click [Next]. The ‘Company
Information: Inspect’ window will open. If your Company is registered in
the HansaWorld customer database, this will contain your company
name and address, taken from that database. Your Customer Code at
HansaWorld will also be saved in the Internet Enablers setting. If you
have a contract with HansaWorld, re-open the Internet Enablers setting
and proceed to step 3. If not, contact HansaWorld to sign a contract
and have it entered in the HansaWorld customer database before
proceeding to step 3. If your Company is not registered in the
HansaWorld customer database, the fields in the ‘Company
Information: Inspect’ window will all be empty. Close the window by
clicking the [Register Later] button and then repeat the process, ending
up in the previous paragraph.
3.
In this step, you will register for Automatic Internet Enablers and receive
your first Enabler Key. Re-open the Internet Enablers setting and click the
[Register for Automatic Internet Enablers] button. Your copy of Enterprise by
HansaWorld will again connect to the HansaWorld customer database,
which will recognise the Customer and Contract Numbers. It will then obtain
a Registration Number and save it in the Internet Enablers setting,
registering you for Automatic Internet Enablers. It will also obtain an Enabler
Key and a Valid Until date for that Key, which will be saved in the
Configuration setting. The Valid Until date will be set to three months from
the current date or to the end date of your contract, whichever is the nearer.
When the Key is obtained, everything previously in the Configuration setting
will be overwritten (i.e. the number of users and Companies, module access
and so on will be downloaded from the HansaWorld server together with the
Key). For this reason, apart from the Server Hardware and OS, you do not
need to ensure the Configuration setting is complete or accurate before
applying for a Key. It is therefore recommended that you check the
Configuration setting once you have obtained your Key. Call HansaWorld
Support if you think the new settings are wrong.
4.
Once a month your copy of Enterprise by HansaWorld will connect to the
HansaWorld server automatically to get a new Enabler Key. The new Key
will add one month to the Valid Until date.
5.
If for some reason the automatic connection described in step 4 fails and
your copy of Enterprise by HansaWorld is unable to obtain a new Key, it will
attempt to connect once a day for the next two months. After this period, if it
is still unable to obtain a new Key, your copy of Enterprise by HansaWorld
will go into restricted mode. If you want to activate the monthly connection
and obtain the next Enabler Key yourself, open the Internet Enablers setting
and click the [Get Enabler Key] button. The next automatic connection will
occur one month later.
In multi-user systems, it will be your Enterprise by HansaWorld server that
attempts to connect on a monthly basis. If your server is not connected to
the internet, you will need to use the [Get Enabler Key] button once a month
from a client.
If your copy of Enterprise by HansaWorld is repeatedly unable to obtain a
new Key and the Valid Until date is approaching, you should call
HansaWorld Support to bring their attention to the situation. They may
advise you to obtain an Emergency Key. To do this, open the Internet
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Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
Enablers setting, go to the ‘Other Tools’ card and click the [Emergency
Key] button. This will give you a new Key that will last for five days, during
which time your inability to obtain an automatic Key will be investigated and
resolved. In order to qualify for an Emergency Key, the three fields in the
Internet Enablers setting described in step 2a must contain the correct
information and you must have obtained at least one Key as described in
steps 3 and 4 above. You cannot apply for two Emergency Keys in
succession.
6.
As mentioned above, when you create a new database, you will be able to
use it for 30 days before it goes into restricted mode. The ‘Choose Your
Country: Inspect’ window will open each time you start the application,
providing a reminder that you need to register. This window is the first
window of the Registration Wizard: please refer to step 2c above for details.
If your application for an Enabler Key is unsuccessful, the probable reasons
are—
i.
The company name, VAT number, company registration number and/or
telephone number in the Company Info setting are not exactly the same as
those in the HansaWorld customer database.
ii.
If you entered the country, Customer Number and Contract Number in the
Internet Enablers setting yourself as described in step 2a, you did not then
save, close and re-open the setting before going on to click the [Register
for Automatic Internet Enablers] button in step 3.
iii.
The HansaWorld customer database is down. In this case, wait for
http://www.hansaworld.com to respond to your browser and then try again.
iv.
You do not have a valid HansaWorld maintenance contract, or payments
are not up-to-date.
v
A “server not responding” message is usually caused by your firewall.
Check that your firewall allows the Enterprise by HansaWorld application to
use port 80 for outgoing communications. A browser works in the same
way, so if your browser can access the internet, you should be able to
obtain Enabler Keys. If you cannot, there may be a software block on the
Enterprise by HansaWorld application, preventing it sending through port
80. The Enterprise by HansaWorld application does not require port 80 to
be open for incoming communications.
HansaWorld.com Website Enablers
If you have an internet connection but your copy of Enterprise by HansaWorld is
not on a computer that is connected to the internet, you can obtain an Enabler
Key through the http://www.hansaworld.com website. This method uses the
Control String and Control Code in the Configuration setting to determine the
Enabler Key. So, if you are using this method, you must make sure you have
created all the Companies that you need and that you have defined the
Configuration and Company Info settings in each one before applying for an
Enabler Key.
Follow these steps—
1.
If you are using Internet Explorer 6, you will need to check your internet
security settings and add http://www.hansaworld.com as a trusted site.
2.
Ensure you are the only person logged in to your Enterprise by HansaWorld
system and open the Configuration setting.
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Enterprise by HansaWorld
3.
Enter the expiry date of your HansaWorld contract in the Key Valid Until
field. This date should be the last date of your maintenance contract with
HansaWorld, which can be no later than one year from the current date.
Make sure the setting is otherwise complete and accurate, and click the
[Save] button in the Button Bar to save and close it.
4.
Quit and restart your Enterprise by HansaWorld system. If you are working
on a client machine in a multi-user system, you only need restart the client,
not the server. This will force the Control String and Control Code to be
recalculated.
5.
Produce a Company Info report: this is described in the ‘System Module’
manual.
6.
Go to http://www.hansaworld.com and, using the link in the top right-hand
corner of the screen marked “Global”, choose the country in which you are
located. Then, click the “Products” link followed by “Enterprise” and finally
“Get Enabler”.
7.
If you do not have a password, click the “Forgot Password” link. A new
password will be sent to you by email. Your Customer Number can be
found on your HansaWorld invoice.
8.
Enter your Customer Number and password and follow the instructions on
screen.
Contact HansaWorld Support if you don’t know your Customer Number or if the
password email does not arrive.
If your application for an Enabler Key is unsuccessful, the probable reasons
are—
i.
The “Unknown Log in”, “No valid contract” or “You are not properly
registered with us” messages mean you entered your Customer Number
and/or password incorrectly, or you have not signed and returned your
maintenance agreement.
ii.
The “Enabler failed” message means that the information in your
Configuration setting does not match the information in the customer
database on the HansaWorld server. You will be sent an email listing what
should and what should not be included in your Configuration setting
according to your contract with HansaWorld. Update your Configuration to
match the email and follow the sequence above from step 4, or call
HansaWorld Support if you think the email is wrong.
Manual Enablers
If you do not have an internet connection at all, you can obtain an Enabler Key
by telephone or fax. This method uses the Control String and Control Code in
the Configuration setting to determine the Enabler Key. So, if you are using this
method, you must make sure you have created all the Companies that you need
and that you have defined the Configuration and Company Info settings in each
one before applying for an Enabler Key.
Follow these steps—
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1.
Ensure you are the only person logged in to your Enterprise by HansaWorld
system and open the Configuration setting.
2.
Enter the expiry date of your HansaWorld contract in the Key Valid Until
field. This date should be the last date of your maintenance contract with
HansaWorld, which can be no later than one year from the current date.
Chapter 1: Introduction and Installation - Starting Enterprise by HansaWorld
Make sure the setting is otherwise complete and accurate, and click the
[Save] button in the Button Bar to save and close it.
3.
Quit and restart your Enterprise by HansaWorld system. If you are working
on a client machine in a multi-user system, you only need restart the client,
not the server. This will force the Control String and Control Code to be
recalculated.
4.
Contact your local HansaWorld representative during normal working hours
and quote the Control String, Control Code and contract expiry date. You
may be asked to produce a Company Info report: this is described in the
‘System Module’ manual. You will then be given a Key.
5.
Open the Configuration setting, enter the Key in the Enabler Key field and
click [Save]. This will inform your copy of Enterprise by HansaWorld that you
have a full licence for its use.
Shutting Down
Remember to make a back-up before shutting Enterprise by HansaWorld down.
Backing up is described below on page 75.
Single-user
To shut Enterprise by HansaWorld down, select ‘Quit’ from the File menu. Mac
OS X users can find the ‘Quit’ command on the Enterprise menu. You can also
use the Ctrl-Q (Windows and Linux) or -Q (Mac OS X) keyboard shortcuts. All
open windows will be closed, and you will be asked if you want to keep any
changes that have not yet been saved.
Multi-user
You can close Enterprise by HansaWorld clients as described in the ‘Singleuser’ section immediately above: by selecting ‘Quit’ from the File or Enterprise
menus.
If you are using the command line server application on Mac OS X or Linux and
if you are not running the server process in the background, bring the Terminal
window to the front and press the Ctrl-C key combination. Alternatively, open a
new Terminal window and type the following—
ps
This displays the process IDs for each
Terminal process
kill pid
(where pid is the process ID for the server
process)
If you are running the server process in the background, use the ps and kill
commands either in the relevant Terminal window or in a new one.
If you are using the service application on Windows, open the Control Panel and
double-click ‘Administrative Tools’ and then ‘Services’. Find and select
‘Enterprise Server 7.1 2014-01-16’ (or similar) in the list and choose to stop the
service.
If you need to close the server down and there are some users logged in, you
can send a warning message. To do this, you should be working on a client and
you should have logged in as a system administrator (i.e. as a Person that has
access to the Technics module) as described on page 286 below.
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Enterprise by HansaWorld
1.
Select ‘Technics’ using the [Module] button in the Master Control panel.
2.
Click the [Routines] button in the Master Control panel and then click
[Maintenance].
3.
When the ‘Maintenance’ list window appears, double-click ‘System
Message’. The following window appears—
Complete the window as follows—
Message
Type in the message that you want every user to read.
From
Type in the author of the message: this will also be shown
to all users. Your name (i.e. the name of the current user)
will appear here by default.
Time until Shut down
Specify here the number of minutes that you want to wait
until the server shuts down. This should be sufficient time
to allow the other users to save their work and quit
Enterprise by HansaWorld.
If this field contains a value, the server will be shut down
automatically after the specified period of time. If this field
does not contain a value, the server will not shut down.
This means that you can also use this function to send a
message to all users at any time.
Shut down will Remove Autoserver
If you shut down the server and then open the database
using the GUI application, you may find that the database
opens in a server mode. Use this option to prevent this
happening i.e. if you intend to open the database using the
GUI application.
Disallow Logins
Check this box if you want to prevent users logging in
during the Time until Shut down.
4.
Click the [Run] button in the Button Bar. The Message will be shown to all
users.
5.
Close your own Enterprise by HansaWorld client.
6.
The server will shut down automatically after the specified time.
If the server closes unexpectedly (e.g. it crashes or is force quit), you can have a
notification text (SMS) message sent automatically to a specified mobile
number. Please refer to the description of the Internal System Alerts setting in
the ‘Business Alerts Module’ manual for details about this feature.
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Chapter 1: Introduction and Installation - Backing Up
Backing Up
When the day’s work with Enterprise by HansaWorld is done, we advise you to
make a back-up. It is a good idea to save a copy of the file and store it in a safe
place. It might seem unnecessary to make a back-up every day, but the short
time this takes is a good investment for the day something goes wrong with the
hard disk.
To back up your data is particularly important when, as in the case of an
Enterprise by HansaWorld database, the financial information of your company
is involved. If you should lose all your data, you will find yourself in a very
awkward situation, missing all invoices, receipts, reports etc. Make sure you
make a back-up each time you have been working with your accounts. Name
your copies systematically with dates so that you can easily restore the
database, should an accident occur.
If you get a virus on your computer, you must first try to establish the date when
your computer was infected. In this case you must restore your data from a
back-up created before the infection date. Otherwise you run the obvious risk of
re-infecting the computer again.
Enterprise by HansaWorld includes several features to make the task of regularly
backing up easier and more efficient. These are—
1.
The “text back-up” method of backing up will copy the data in your
database to a separate back-up file.
The advantage of this method is that the back-up files are independent of
the program versions. This means that restoring from a back-up file will be
successful, even if you have updated the version of your Enterprise by
HansaWorld application since making the back-up. Text back-up files are
relatively small, making them easy to manage.
The disadvantages of this method are that both creating the back-up file
and restoring from it are quite slow in very large systems, and the database
cannot be used while the back-up file is being created.
You can create text backups yourself as described below on page 77, or
you can have them created automatically every day at the same time, as
described below on page 79.
2.
You can use specialist back-up software to copy the database file
(“HANSA.HDB” file) to tapes that can be stored off-site. These back-up files
will not be independent of program versions, so restoring from a back-up
file may not be successful if you have updated the version of your
Enterprise by HansaWorld application since making the back-up.
Depending on the back-up software, it might not be possible to use the
database while the back-up file is being created.
Backing up using specialist back-up software is described below on page
83.
3.
The “database duplication” method will make copies of the database file
(“HANSA.HDB” file). You can have copies made automatically at the same
time once or twice every day, or you have copies made continuously.
The advantage of this method is that the database can still be used while it
is being copied. Any records saved between the beginning of the copying
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Enterprise by HansaWorld
process and the end will be included in the copy. The disadvantage is that
restoring from a back-up file may not be successful if you have updated the
version of your Enterprise by HansaWorld application since making the
back-up.
If you use this method, you must make sure that the hard disk containing
your Enterprise by HansaWorld database always has space for the
“HANSA.HDB” file and three copies.
Database duplication is described below on page 85.
4.
The “Journaling” feature means that every new or modified record will be
saved both in the database itself and in a separate journal file. Should you
need to revert to an old copy of the database, you can then “apply” the
journal. This will extract from the journal all the records created or modified
since the old copy of the database was made and place them in that
database.
Using journaling to restore data is much faster than restoring from a text
backup, especially in large systems. However it does require careful
management both of the old copies of the database and of the journal files.
If you use this method, you must make sure that the hard disk containing
your Enterprise by HansaWorld database always has space for the
“HANSA.HDB” file and the journal file.
Journaling is described below on page 88.
In single-user and small multi-user systems, the text back-up method may play
the most important role in your backing up strategy. In these systems, speed of
backing up and database access may be less important than the ability to use
the resulting back-up files with any version of the Enterprise by HansaWorld
application.
In larger systems where the database will be in constant use, you should use
database duplication and journaling in combination. However, you should still
create text back-up files regularly (perhaps monthly or yearly) for archiving
purposes. You will be able to use these back-up files together with newer
versions of the Enterprise by HansaWorld application if you need to see the
contents of your database from a particular date. You will also need to create a
text back-up file as part of the process of updating to a new version of the
application (this is described below on page 101).
Whichever method you use to back up your database, you must also carry out
regular checks to make sure you can restore your database from the resulting
back-up files or database copies.
!
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Regularly check that you can
restore from your back-up files.
Chapter 1: Introduction and Installation - Backing Up
Text Back-ups
The “text back-up” method of backing up will copy the data in your database to
a separate back-up file. You will always be able to recreate your database from
such a back-up file, even if you have updated the version of your Enterprise by
HansaWorld application since making the back-up.
To create a text back-up file, follow these steps—
1.
Use the [Module] button in the Master Control panel or the Ctrl-0 (zero)
(Windows and Linux) or -0 (Mac OS X) keyboard shortcut to go into the
System module.
2.
Click the [Routines] button in the Master Control panel and then [Exports].
Alternatively, use the Ctrl-E (Windows and Linux) or  -E (Mac OS X)
keyboard shortcut. The ‘Exports’ window will be opened—
3.
Double-click ‘Company Text Backup’ (if you wish to back up the data in the
database relating to the single Company currently selected) or ‘Database
Text Backup’ (if you wish to back up the whole database). ‘Run Timed
Backup’ will also back up the whole database.
Usually, you should use the ‘Database Text Backup’ or ‘Run Timed Backup’
options, as these are the only choices that back up the entire database. You
must use one of these regularly for your safety and peace of mind. Some
registers and settings (e.g. the Configuration setting, Mailboxes and
Conferences) are stored at database level, not Company level. These will
not be exported by the ‘Company Text Backup’ option, even if your
database only contains a single Company. Attachments also will not be
exported by the ‘Company Text Backup’ option. This option is intended for
use in the situation where you need to move all the information relating to a
specific Company from one database to another.
In a multi-user system, you cannot use the ‘Database Text Backup’ option
on a client machine (it will not be included in the ‘Exports’ list illustrated in
step 2). You can only use it on the server machine, when no other user is
logged in and when you access the server database using the GUI
application. If it is not convenient to work from the server, use the ‘Run
Timed Backup’ option from a client (or the automatic timed back-up feature
described below on page 79). Both methods will save text back-up files on
the server.
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Enterprise by HansaWorld
If you are using the command line server application (Mac OS X or Linux),
you can use the ‘Run Timed Backup’ and automatic timed back-up features
from a client, or you can create a back-up file on the server by typing into
the Terminal—
./Enterprise --backup
This will launch the Enterprise by
HansaWorld server application, which will
then create a back-up file and then quit.
This assumes the application is named
“Enterprise”. If this is not the case, type
the application name after “./”
If you are using the service application (Windows), you will need to place
the --backup parameter in a “parameters.txt” file before launching the
application, as described above on page 30. When the back-up file is
complete, the application will quit (you may need to monitor the log file
(named “hansa.log”) or the service ‘Properties’ window to see when the
application quits). Remove the --backup parameter from the
“parameters.txt” file before restarting the application.
4.
If you selected the ‘Database Text Backup’ option, the ‘Specify Database
Text Backup’ window will appear. If you selected the ‘Run Timed Backup’
option, a similar window entitled ‘Specify Run Timed Text Backup’ will
appear. In both cases, enter a description of the back-up file that you are
about to create. You can use up to 40 characters. If you later need to
restore from a back-up, this description will be shown in the list of
importable files to help you select the correct one.
Enter an appropriate description and click [Run].
5.
If you are using the ‘Database Text Backup’ option and you have more than
one Company, you will now be asked to log in to any that you have not yet
used in this work session. For reasons of security, if you are not able to log
in to every Company, the back-up procedure will be halted. After logging in
to every Company, return to the ‘Specify Database Text Backup’ window
illustrated in step 4 to continue the backing-up procedure (the ‘Specify
Database Text Backup’ window will be hidden behind the Master Control
panel).
If you are using the ‘Run Timed Backup’ option, you won’t need to log in to
every Company. In a multi-user system, this option will save the back-up file
on the server so access to the back-up file from a client machine can be
controlled.
6.
If you are using the ‘Database Text backup’ option, a dialogue box will
open, allowing you to name and place the export file. Enter the name of the
file in the filename area and locate it in the appropriate folder or directory in
the usual way. The name of the back-up should include the date. For ease
of importing later, it is recommended that you give the name of your backup file a .txt extension. Then, click [Save].
It is recommended that you save the back-up file in a folder or directory
named “Backup” which should be in the folder or directory containing the
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Chapter 1: Introduction and Installation - Backing Up
Enterprise by HansaWorld application. All back-up files in this folder will be
shown in a list of importable files if it becomes necessary to restore from a
back-up.
If you are using the ‘Run Timed Backup’ option, you will not be asked to
name and place the export file. The file will be named TBYYMMDD.TXT,
where YYMMDD is the current date, and its location will be determined by
the Timed Operations setting in the Technics module.
A message window informs you about the progress of the export.
When the export is finished, you are brought back to the ‘Exports’ list. Close it
using the close box.
!
Under no circumstances should
you edit or change a back-up file
with another program.
Automatic Timed Back-ups
The importance of establishing a regular routine for backing up cannot be
emphasised enough. Like all financial systems, Enterprise by HansaWorld uses
a single file database in which all your data about customers, invoices, nominal
ledger etc. is stored. If you lose that file, you have lost not just a single
document, but all your accounting and customer information.
To make this task easier, Enterprise by HansaWorld contains a timed back-up
feature allowing a database text back-up file to be created automatically every
day. To specify when the back-up files are to be created, and where they are to
be stored, follow the steps outlined below.
1.
Select ‘Technics’ using the [Module] button in the Master Control panel or
the Ctrl-0 (zero) (Windows and Linux) or -0 (Mac OS X) keyboard shortcut.
In multi-user systems, if you are working on a client machine, you should
log in as a system administrator (i.e. as a Person that has access to the
Technics module), as described below on page 286.
If ‘Technics’ is not included in the list of modules when you click the
[Module] button in a single-user system, this will probably be because you
have not granted yourself access to the Server module in the Configuration
setting.
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Enterprise by HansaWorld
2.
Click the [Settings] button in the Master Control panel or use the Ctrl-S or
-S keyboard shortcut. Double-click ‘Timed Operations’. The following
window appears—
3.
Set the Start Time (the time when the backup is to take place) to the
appropriate time, when it is likely that no-one will be using Enterprise by
HansaWorld. Use the 24-hour clock, and place a colon (:) between the hour
and the minute. The back-up file will be created at the specified time, even if
there are still users logged in to your Enterprise by HansaWorld system.
However, such users will find the speed of operation to be much reduced
while the back-up is being carried out. It is therefore highly recommended
that you specify a time that is outside working hours, to minimise such
inconvenience.
4.
Specify the Database Backup Path, which determines where on the server’s
hard disk the back-up files are to be saved. If you leave this field blank, the
back-up files will be saved in the folder containing the Enterprise by
HansaWorld application.
The following examples show the correct syntax for the Database Backup
Path. You can use either \ or / as a separator between folder names under
Windows XP, Linux and Mac OS X. Note that the separator appears as the
final character in the path.
It is recommended that you save the back-up file in a folder or directory
named “Backup” which should be in the folder or directory containing the
Enterprise by HansaWorld application. All back-up files in this folder will be
shown in a list of importable files if it becomes necessary to restore from a
back-up. You can do this using a relative path—
Backup/
If you want to store the back-up file somewhere else, use absolute paths
with the following syntax—
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Windows
c:/samplefolder1/samplefolder2/Backup/
Mac OS X
/samplefolder1/samplefolder2/Backup/
Chapter 1: Introduction and Installation - Backing Up
Note that if you make a mistake (for example, you make a syntax error or
specify a non-existent folder) there is a risk that the back-up file will not be
created.
5.
Finally in the Timed Operations setting, tick the Backup box to activate the
timed back-up feature—
6.
Click the [Save] button in the Button Bar to save the back-up specifications.
Once you have set up the timed back-up feature as described above, a new
back-up file will be created automatically every day at the same time. It will be
given the name “TBYYMMDD.TXT” where “YYMMDD” represents the current
date. The file will contain a back-up comment stating that it was created by
timed back-up and showing the date and time this occurred.
Remote Back-ups
The timed back-up feature in Enterprise by HansaWorld means that a database
text back-up file will be created automatically every day. The remote back-up
feature provides additional security by ensuring an extra copy of each daily
back-up file will be stored off-site on a remote server. It is always recommended
that you store back-up files on more than one hard disk and in more than one
location. While you can use the remote back-ups feature as a tool to help with
this, you should of course keep your own copies of your back-up files and not
rely solely on the remote server.
The remote back-ups feature is a chargeable cloud service provided by
HansaWorld. Please refer to your local HansaWorld representative for
information about pricing and for details about registering for the service.
To start using remote back-ups, follow these steps—
1.
Follow the instructions in the ‘Automatic Timed Back-ups’ section above on
page 79 to set up the timed back-up feature. This is necessary because
whenever a back-up file is created using the timed back-up feature, it will be
copied automatically to the remote server. Back-up files created using the
‘Database Text Backup’ option described above on page 77 will not be
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copied to the remote server. In any case, the ‘Database Text Backup’ option
cannot be used from a client machine in a multi-user system.
2.
Select ‘System’ using the [Module] button in the Master Control panel or the
Ctrl-0 (zero) (Windows and Linux) or -0 (Mac OS X) keyboard shortcut.
3.
Click the [Settings] button in the Master Control panel or use the Ctrl-S or
-S keyboard shortcut. Double-click ‘Backup Settings’. The following
window appears—
4.
When you register for the remote back-ups service, you will be provided
with User, Password, Address and Port information. Enter that information
here and check the Remote Backups box.
5.
Click the [Save] button in the Button Bar to save the back-up specifications.
6.
In a single-user system, close your Enterprise by HansaWorld database and
restart. If you are working on a client in a multi-user system, ignore this step.
7.
After you have followed the steps above, each time a timed back-up file is
created, it will first be saved on your hard disk and then uploaded to the
remote server. The Job Status setting in the System module will show you
the progress of the upload.
8.
If you need to retrieve a back-up file from the remote server, you must use a
single-user database. You cannot do so from a client in a multi-user system.
It is assumed that you need to retrieve the back-up file because your main
system has become damaged or lost.
To create a new single-user database, place your Enterprise by HansaWorld
application and “hob” folder in a new folder together with the “dbdef.txt”
and “default.txt” files and launch the application. When the ‘Welcome to
Enterprise by HansaWorld’ window appears, click the [Single User
Database] button and follow the instructions in the ‘Creating a New
Database - Single-user’ section above on page 41.
9.
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Enter your details in the Backup Settings setting as described in steps 4-6
above.
Chapter 1: Introduction and Installation - Backing Up
10. Open the Remote Backups setting in the System module. The ‘Remote
Backups’ window will open, listing the back-up files that are on the remote
server—
11. Click on the most recent back-up file (or the most recent back-up file that
you know is undamaged) and click the [Get] button. The back-up file will be
downloaded to your computer, to a folder named “Downloads” that will be
inside the folder or directory containing your Enterprise by HansaWorld
application. You can monitor the progress of the download using the Job
Status setting, as mentioned in step 7.
12. Please refer to the ‘Restoring from a Back-up’ section below on page 94 for
details about recreating your database from the back-up file.
Backing Up Using Specialist Back-up Software
As described above, we strongly recommend that you use the text back-up or
database duplication facilities built in to Enterprise by HansaWorld as the main
part of your back-up strategy. The text back-up feature in particular is more
economical in terms of disk space and is more reliable in that the success of a
restoration is guaranteed even if the version of your Enterprise by HansaWorld
application has changed. The database duplication feature allows you to
continue using your database while it is being backed up.
However, some users may prefer to rely on specialist back-up software such as
Retrospect to produce back-up tapes that can be stored off-site. Such software
can sometimes fail to create a back-up file if the files being backed up are still in
use. For example, a user may have gone home having forgotten to log off (or
having left their machine producing a report) and this may cause the back-up to
fail.
To cater for this eventuality, you can change the state of the database at the
time when it will be backed up so that, as far as the back-up software is
concerned, it appears not to be in use. To do this, follow these steps—
1.
Select ‘Technics’ using the [Module] button in the Master Control panel or
the Ctrl-0 (zero) (Windows and Linux) or -0 (Mac OS X) keyboard shortcut.
Then, click the [Settings] button in the Master Control panel or use the CtrlS or -S keyboard shortcut.
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84
2.
Double-click ‘Timed Operations’. The following window appears—
3.
Set the Database Closing Time to a few minutes before the moment the
back-up software is scheduled to start work. Use the 24-hour clock, and
place a colon (:) between the hour and the minute.
4.
Set the Database Opening Time to a few minutes after the moment the
back-up software is scheduled to finish work.
5.
If you have specified a Start Time as well, it should not be between the
Database Opening and Closing Times. The database is dormant during this
period, so such a Start Time will have no effect.
6.
Click the [Save] button in the Button Bar to save the changes.
Chapter 1: Introduction and Installation - Backing Up
Once you have followed these steps, any user who has gone home having not
logged off will return the next morning to find their machine still logged in to
Enterprise by HansaWorld. Despite this, the back-up should have been
completely successfully.
Database Duplication
In some circumstances, it may not be practical to create text back-up files every
day using either the back-up facilities built in to Enterprise by HansaWorld or
specialist back-up software. If the database is very large and/or 24-hour access
is required, it may not be convenient to slow the speed of operation or to prevent
users logging in altogether while back-up files are created. In this situation you
can use the database duplication feature to create copies of the database file
(the “HANSA.HDB” file) automatically.
Remember that you will no longer be able to use an old “HANSA.HDB” file if you
have updated the version of your Enterprise by HansaWorld application.
Therefore, while database duplication can play an important role in your back-up
routine, you must still create a text back-up when you are about to update to a
new version, and if you want to create an archive copy of your database that you
want to be able to read in the future. Updating is described below on page 101.
You can of course use a script to move the duplicate database to another
machine, rename it “HANSA.HDB”, start the command line server application
and create a text back-up. To create a true back-up, the script should also move
the other contents of the folder containing your Enterprise by HansaWorld
application, especially the “Attach” folder.
If you are using journaling (described below on page 88), you must do so in
combination with the database duplication feature.
The database duplication feature will create a copy of your database and store it
in the folder containing your Enterprise by HansaWorld application. This process
will result in the following files being created—
i.
While the first copy is being created, the file will be named
“HANSA.HDB.TEMP”.
ii
When the copy is complete, the file will be renamed “HANSA.HDB.COPY”.
iii.
When the second copy begins, a second file named “HANSA.HDB.TEMP”
will be created.
iv.
When the second copy is complete, the file will be renamed
“HANSA.HDB.COPY”. The previous “HANSA.HDB.COPY” will be renamed
“HANSA.HDB.OLD”. If there already is a “HANSA.HDB.OLD”, it will be
deleted.
There will therefore be a maximum of two entire copies and one partial copy in
the folder at any one time. To be safe, make sure there is always enough disk
space for three copies of the database. If there is insufficient disk space to make
a copy, a notification mail will be sent to the Postmaster’s Mailbox. The
Postmaster is specified in the Mail and Conference Settings setting in the E-mail
and Conferences module.
Follow these steps to configure the database duplication feature —
1.
Select ‘Technics’ using the [Module] button in the Master Control panel or
the Ctrl-0 (zero) (Windows and Linux) or -0 (Mac OS X) keyboard shortcut.
Then, click the [Settings] button in the Master Control panel or use the CtrlS or -S keyboard shortcut.
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2.
Double-click ‘Timed Operations’. The following window appears—
3.
Enter in the Database Copy field the time when you want the database to be
copied. Use the 24-hour clock, and place a colon (:) between the hour and
the minute. If you would like the database to be copied twice a day, enter
the second time in the Second Database Copy field (this must be later than
the first copy time).
If you are also using the Backup option to create a daily text back-up, make
sure the text back-up is created at a different time to the copy. They should
not be created at the same time.
4.
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If two copies a day are not enough, use the Continuous Database Copy
feature. Check the Activate box and enter the number of minutes between
Chapter 1: Introduction and Installation - Backing Up
copies. This is the number of minutes between the moment the last copy
finished and the beginning of the next copy.
5.
Click the [Save] button in the Button Bar to save the changes. If you
activated the Continuous Database Copy feature, the first copy will begin
immediately.
Any records that you save while a copy is being made will be saved in the
database and in the copy.
By default, the database copy speed is set to approximately 1.25 MB per
second (4.5 GB per hour). The speed is limited to ensure that the system
remains usable while the database is being copied. You can change the default,
but bear in mind that increasing the copy speed will make the system less
responsive for the users, while reducing it may mean it will take too long to copy
the database. A possible guideline is to set the copy speed to one third of the
copy speed when no users are logged in.
To change the database copy speed, open the Optional Features setting in the
System module and go to the ‘Performance’ card—
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The database duplication feature creates a duplicate database by copying one
section of the database at a time. Each section is known as a “buffer”. In this
example, we have specified a buffer size (size of each copied section) of 262144
bytes (256k) and a delay of 15000 microseconds between the end of one buffer
and the beginning of the next. This will give a copy speed of about 16.7 MB per
second (58.6 GB per hour). To calculate the copy speed, divide the buffer size in
MB (0.256 in this example) by the delay in seconds (0.015). In this case, the
result will be a theoretical maximum of 17.07 MB per second, which you should
then reduce to allow for the time to copy the buffer (this time will be hardware
dependent).
Journaling
A busy system where many users are constantly saving large numbers of
records can cause problems for a back-up strategy that relies on a text back-up
file being created once a day and/or on copying the database twice a day. The
volume of new records means that the text back-up file or database copy quickly
becomes out-of-date. If you need to revert to a back-up, it will be difficult and
time-consuming if not impossible to recreate the records entered since the text
back-up or database copy was made. The journaling feature is designed to
address this problem. If you are using this feature, every new record and every
modification will be saved in the database and in a separate journal file. If you
need to revert to an older copy of the database, you will be able to “apply” the
journal. “Applying” the journal means importing the recent new records and
modifications to the older copy of the database from the journal file. This will be
much faster and more complete than recreating the recent records manually, or
extracting them from the damaged database.
You must use the journal feature together with the database duplication feature
described above on page 85. If your database becomes damaged, you should
revert to the most recent (undamaged) duplicate and apply the journal. It is not
possible to revert to a text back-up and apply the journal. Therefore, if you are
using journaling, you must make sure you are duplicating the database
regularly. The text back-up will play a much less important role in your back-up
strategy.
The journal file will grow in size very quickly, especially if you import large
amounts of data while journaling is running. Therefore, you must take special
care to monitor the level of free hard disk on the server if you are using this
feature.
Starting Journaling
1.
You can start the journal feature using one of two methods—
i.
Launch the command line application on the server by typing—
./Enterprise --start-journaling
Starts the Enterprise by HansaWorld
server application and marks the
database as journaled. A new folder
named “journal” will be created in the
folder containing the Enterprise by
HansaWorld server application, and a
journal file named “J0000001.HJN” will be
created in that folder.
If you are using the service application (Windows) or a GUI single-user
application, you will need to place the --start-journaling parameter in a
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“parameters.txt” file before launching the application, as described
above on page 30. After starting the service or the application, remove
the parameter from the “parameters.txt” file.
ii.
If the server is already running and you don’t want to restart it, log in
from a client, change to the System module and open the Journaling
setting—
Click the [Start Journaling] button. A new folder named “journal” will be
created in the folder containing the Enterprise by HansaWorld server
application, and a journal file named “J0000001.HJN” will be created in
that folder.
You can also use the Journaling setting to start journaling in a singleuser system.
2.
Referring to the ‘Database Duplication’ section described above on page
85, establish a regular database duplication routine. If you need to revert to
an old database, you must do so to one that was created after you started
journaling. You cannot revert to a text back-up.
3.
Log on from clients in the usual way and begin work. Every change will be
saved in the database and in the “J0000001.HJN” file.
4.
The next time you launch the command line or service application on the
server, do so in the usual way (i.e. there is no need to use the --startjournaling parameter again). A message will be shown in the Terminal (Mac
OS X and Linux) and in the log file as a reminder that journaling is in
operation. You can also monitor this from a client by referring to the
Journaling setting.
!
Never move, edit or rename the
journal file or the “journal”
folder. Make a copy of the
journal file if you want to back it
up.
5.
If you need to update to a new version of Enterprise by HansaWorld, you
must do so by creating a text back-up from the old version, creating a new
database using the new version and importing the text back-up. Full details
are below on page 101. A side effect of importing a text back-up will be that
journaling will be switched off. Therefore, after updating you must restart
journaling as described above in steps 1-3 above. Before doing so, make
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sure that the “journal” folder in the folder containing the Enterprise by
HansaWorld server application is empty or removed altogether.
Applying the Journal
If you need to revert to an old database, follow these steps—
1.
The old database must be one that was created after you started journaling.
If you are using the database duplication feature, the most recent database
copy will be named “HANSA.HDB.COPY”.
Before reverting to this old database, you may wish to check that it does not
contain the damage that caused you to revert to it. You must carry out this
check using a copy of the “HANSA.HDB.COPY” file and a copy of the
“J0000001.HJN” journal file. If you use the “HANSA.HDB.COPY” file itself for
this check, you will no longer be able to apply the journal successfully
because you will break the synchronicity between the database and the
journal. You must not even open the “HANSA.HDB.COPY” file or log in to it,
let alone save any records before applying the journal.
To carry out this check, place a copy of the “HANSA.HDB.COPY” database
in the folder containing the Enterprise by HansaWorld server application
and ensure it is named “HANSA.HDB”. As this database was created after
you started journaling, a “J0000001.HJN” journal file must be present in the
“journal” folder when testing. This must be a copy of the journal file,
because anything that you save when testing will be added to this file.
!
Make sure you retain an
untouched “HANSA.HDB.COPY”
file and journal file at all times.
2.
When you are sure that the “HANSA.HDB.COPY” file does not contain any
damage, place it in the folder containing the Enterprise by HansaWorld
server application and ensure it is named “HANSA.HDB”. Remember that
this must be a database that is untouched by any testing. Similarly, the
“J0000001.HJN” journal file in the “journal” folder must also be one
untouched by any testing. It is recommended that you keep copies of both
files, at least until you are sure the journal has been applied successfully, in
case of a power failure or hardware problem occurring while the journal is
being applied. Then, launch the command line application on the server by
typing—
./Enterprise --apply-journal Starts the Enterprise by HansaWorld
server application and imports everything
in the journal file that is not already in the
database. The application will then quit.
Again, if you are using the service application (Windows) or GUI single-user
application, you will need to place the --apply-journal parameter in the
“parameters.txt” file before launching the application, and to remove that
parameter from the “parameters.txt” file when the application quits.
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!
3.
You must apply the journal
immediately after reverting to the
copy. If you open the copy and
allow users to log in before
applying the journal, the data in
both the database and the
journal file will be corrupted.
Restart the command line or service application in the usual way. After
logging on from clients, every change will, as before, be saved in the
database and in the “J0000001.HJN” file.
Managing Journal Files
In a busy system with many users, it is likely that the journal file will grow in size
very quickly. To prevent journal files becoming too large, you can use the
Journaling setting in the System module to create new journal files periodically.
Large journal files, as well as being cumbersome, will increase the time required
to apply the journal.
You can create new journal files yourself, or you can have them created
automatically. To create a new journal file yourself, first open the Journaling
setting. The journal file(s) that are currently in the “journal” folder will be listed on
the right. In this example, we are still using the first journal file “J0000001.HJN”—
Then, click the [New Journal File] button. This will create a new journal file (in this
example, named “J0000002.HJN”) and save it in the “journal” folder. It will also
be listed in the ‘Journaling’ window—
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All changes made in the database will now be saved in the new journal file. If
you need to revert to an old database, everything in both journal files that is not
already in the database will be imported when you apply the journal.
It is recommended that you establish a routine for creating new journal files, for
example having a new one created once a week. It is also recommended that
you have the new files created automatically. To do this, open the Backup
Settings setting in the System module and go to the ‘Journaling’ card—
Rotate Journal
Use these options to specify whether you would like a new
journal file to be created every day or every week.
After changing from Manually for the first time, you should
restart the server to activate the change.
Max Journal Files Specify here how many journal files you would like to keep
in the “journal” folder. For example, if you decide to keep
10 journal files as shown in the illustration, when the
eleventh journal file “J0000011.HJN” is created, the first
one “J0000001.HJN” will be deleted.
Please refer to the following paragraphs when deciding on
how many journal files to keep.
You can leave this field blank if you do not want old journal
files to be deleted automatically when new ones are
created.
When you are using journaling, you will also be duplicating your database
regularly. This routine will allow you to discard older journal files, thus ensuring
that they do not take up too much hard disk space. The older journal files will
become redundant because the work they contain will also be stored in the
more recent duplicate databases. But careful management is required, to
ensure that you can combine each duplicate database with the required journal
files. For example, let us assume you have the following journal files—
Journal File
Date Created
J0000001.HJN
June 1
J0000002.HJN
June 8
J0000003.HJN
June 15
J0000004.HJN
June 22
J0000005.HJN
June 29
J0000006.HJN
July 5
J0000007.HJN
July 12
If you need to revert to an old database, it must be one created after your oldest
journal file. For example, to revert to the database created on July 10, you only
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need ensure that “J0000006.HJN” and “J0000007.HJN” are present in the
“journal” folder when you apply the journal. Only these two journal files will
contain work that is not in the database copy, so only these two files are needed
to bring that copy up-to-date. The older journal files will do no harm if they are
also present, but they are not necessary.
If the most recent database copy is from July 5, a date on which a new journal
file was created, you should assume that “J0000005.HJN” will also be required
when you apply the journal, because this may be the “current” journal file for that
database. The “current” journal file is the one in which the last record was
stored. When you create “J0000006.HJN”, “J0000005.HJN” will remain the
“current” journal file for the brief period until the next record is saved. This will be
saved in “J0000006.HJN”, which will then become the “current” journal file. If the
database copy was made in the brief period before that record was saved, then
“J0000005.HJN” will still be the “current” journal file in that database and so
must be present in the “journal” folder when you apply the journal.
When you apply the journal, a message stating that “Current journal file not last
file in journal folder J0000XXX.HJN” will be shown in the Terminal (Mac OS X
and Linux) and in the log. In this message, “J0000XXX.HJN” is the “current”
journal file for the database copy i.e. the earliest journal file that must be present
in the “journal” folder. In the example, if you are reverting to a database copy
created on July 10, this will be “J0000006.HJN”. If “J0000006.HJN” is present in
the “journal” folder, the journal will be applied. If it is not present, the journal will
not be applied, and the Terminal and log will contain further messages,
including “hole detected in journal”. You should place “J0000006.HJN” in the
“journal” folder and re-apply the journal.
The latest possible version of each journal file must be present in the “journal”
folder when you apply the journal. As already mentioned, in the example, if you
are reverting to a database copy created on July 10, you will need
“J0000006.HJN” and “J0000007.HJN”. This means the final version of
“J0000006.HJN” as it was on July 12 at the moment that you created
“J0000007.HJN”, not any copy that you may have created on July 10 at the time
of copying the database. A July 10 copy of “J0000006.HJN” will not be
complete.
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Restoring from a Back-up
In the unlikely event that your database becomes damaged, you will need to
attempt to recreate it. As part of this process, you should revert to a text back-up
or database copy, and begin to use it as quickly as possible, to keep the
interruption to your company’s daily work to a minimum. Also as part of this
process, you should attempt to recover any data that was entered to the
damaged database after the text back-up or database duplicate was created.
This may be time consuming, especially if you need to send the hard disk to a
specialist data recovery company.
If you are using journaling, please refer to page 88 above for details about how
to proceed. If you are not using journaling, the recommended course of action is
as follows—
1.
2.
Revert to the most recent undamaged text back-up or database duplicate,
as follows—
i.
If you need to revert to a text back-up, follow the procedure described
later in this section. In large systems, reverting to a text back-up will
take some time.
ii.
If you are able to revert to a database duplicate, simply copy the
duplicate into the folder containing the Enterprise by HansaWorld
server application and rename it to “HANSA.HDB”. Log in to check that
the duplicate is undamaged.
The database that results from step 1 will become your “live” database. You
should now make room in this database for the recent data that you will
recover from the damaged database.
Open all relevant Number Series settings and in each case create a new
number sequence that leaves a large gap after the last used number. In the
case of Contacts and Items, you can do this in the Number Series Defaults
setting in the System module.
3.
Allow users to log in to the database and to start work, but ensure they only
carry out the most essential tasks. You may feel the need to restrict access
to the less frequently used tasks using Access Groups.
4.
You can now attempt to recreate any data that was entered to the damaged
database after the last text back-up or database duplicate was made. This
may require you to attempt to create a Database Text Back-up or Raw Data
export file from the damaged database. Then, import the information in this
file to a test database. Find the recently entered data in this test database
and export it using the relevant Export routine in the Integration module. The
Transaction Registers Export will be particularly useful, as it allows you to
export a specified range of records from every Sub System. Finally, import
this data to the database created in step 1 (the new “live” database). The
Raw Data feature is described below on page 99, while using the Export
routines is described on page 133.
If you are unable to create a Database Text Back-up or Raw Data export
from the damaged database, you will need to refer to any paper records
and to enter the data manually to the new “live” database.
The importance of documenting in detail each step in the recovery process
cannot be emphasised strongly enough. As you recreate your data, keeping
detailed records will allow you to be sure of exactly what has and has not been
recovered at all times. These records will also allow you to account to the legal
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authorities for gaps in the Invoice Number and other number sequences
following step 2.
Note that if you are using journaling, applying the journal to the most recent
database duplicate will be a much faster and more certain method of recreating
the data that was entered to the damaged database after the last text back-up or
database duplicate was made. You will therefore not need to run both “live” and
test systems side-by-side as described in steps 2-4 above, unless you feel the
need to ascertain that you have recreated all the data.
We will now describe in detail how to restore a database from a text back-up file,
as mentioned in step 1i above. For reasons of speed, it is recommended that
you carry out this process on the server machine in multi-user systems, using
the command line (Linux or Mac OS X) or service (Windows) application. If this is
not possible, use a single client machine and then copy the database file
(named “HANSA.HDB”) to the server. If you have separate back-up files for
different Companies, they should be imported individually. Attempting to import
them simultaneously using different client machines could result in data being
lost.
Follow these steps—
1.
Move the old database (named “HANSA.HDB”) out of the folder or directory
containing your Enterprise by HansaWorld application. Rename it so that
you know what it contains.
2.
Delete the database file “HANSA.HDB” from the folder or directory
containing your Enterprise by HansaWorld application. Double-clicking the
application now will force it to create a new database, as described earlier
in this chapter.
!
It is important to restore to a
new, empty database, to avoid
mixing the restored data with the
old, damaged database.
The “DBDEF.TXT” and “DEFAULT.TXT” files should always be present in the
same directory/folder as the Enterprise by HansaWorld application. They
contain some important data used when setting up the new database and
creating new Companies. If these files are missing, your Enterprise by
HansaWorld application may not work the way you expect it to do!
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Enterprise by HansaWorld
3.
It is recommended for reasons of speed that you use the command line or
service application to import the text back-up file. Proceed to step 9 below.
If this is not possible, launch the GUI Enterprise by HansaWorld application
as normal. When the ‘Welcome to Enterprise by HansaWorld’ window
appears, click the [Import Textbackup] button—
4.
The ‘Import files available’ window opens. This is a list of text back-up files.
To be included in this list, a text back-up file must be stored in the folder or
directory containing the Enterprise by HansaWorld application or in the
“Backup” or “Setup” folders inside that folder. It must also have a .txt
extension.
In the list, the filename of each text back-up file is shown together with the
date it was saved and any description added when it was created (in the
‘Specify Text Backup’ window).
5.
Highlight the file you want to import (the back-up to which you wish to
revert) and press the Enter key (or double-click on the name of the file). The
back-up data will be imported.
If your back-up file is not shown in the list of available files because it is not
stored in the “Backup” or “Setup” folder or directory (or because its name does
not have a .txt extension), continue with these steps—
6.
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Close Enterprise by HansaWorld and restart.
Chapter 1: Introduction and Installation - Backing Up
7.
When the Master Control panel opens, change to the System module and
use the Ctrl-Shift-I/ -Shift-I keyboard shortcut to open the ‘Imports’
window—
8.
Select ‘Manual file search’ and press the Enter key (or double-click on
‘Manual file search’).
When the ‘Open File’ dialogue box opens, locate and open the back-up file
in the normal way.
The back-up data will be imported.
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Enterprise by HansaWorld
9.
If you are working on a Linux or Mac OS X server using the command line
application, launch the application by typing—
./Enterprise Backup/TBXXXXXX.TXT
Starts the Enterprise by HansaWorld
server application and imports the backup file TBXXXXXX.TXT. In this example,
this file is in the “Backup” folder inside the
folder containing the Enterprise by
HansaWorld server application.
The progress of the import will be shown in the Terminal window. If the
back-up file contains more than one Company, Enterprise by HansaWorld
will quit when the import finishes. Restart it by typing—
./Enterprise
If you are using the service application (Windows), place the path and name
of the back-up file (Backup/TBXXXXXX.TXT in this example) in a
“parameters.txt” file before launching the application, as described above
on page 30. If the back-up file contains more than one Company, the
application will quit when the import finishes (you may need to monitor the
log file (named “hansa.log”) or the service ‘Properties’ window to see when
the application quits). Remove the path and name of the back-up file from
the “parameters.txt” file. If necessary, restart the application in the usual
way. An alternative to using the service application is to use the GUI
application to import a text back-up file as described in steps 1-8 above.
If your machine has sufficient RAM, the back-up file will be imported
significantly more quickly if you use the “Massive Cache” feature to increase
the size of the memory cache. You can do this by placing an extra
parameter in the command line or in the “parameters.txt” file, as follows—
./Enterprise --db-cache=1G Backup/TBXXXXXX.TXT
The “1G” will create a 1 GB cache. You can set the cache size using K, M
(not MB) or G (not GB). Make sure the parameter does not contain any
spaces.
By default, the Enterprise by HansaWorld server application uses a cache
size of 12 MB. By increasing the size of this cache, you will improve the
speed of operation because data that is in the cache can be accessed
much more quickly than data on disk. Data in the cache is data that has
already been used during the work session. The optimum size of the cache
will vary, depending on the server type, RAM size and operating system,
and can only be established through experimentation. A good guideline,
especially for Windows servers and for servers with smaller RAM sizes, is
never to assign more than 40% of the machine’s RAM size to the cache. If
the cache is too large, the memory available for other tasks may not be
enough. If the machine then runs out of memory, it will start using its hard
disk as extra memory. This will cause it to slow down significantly and may
also increase instability. If the server is a 32-bit machine, the maximum
cache size is between 1 and 3.5 GB, depending on machine and operating
system. If the server is a 64-bit machine with a 64-bit capable operating
system (Mac OS X or Linux) and a large amount of RAM and if you are
using the 64-bit version of Enterprise by HansaWorld, then the 40%
guideline becomes less important. For example, if the server has 12 GB
RAM, you could assign up to 10 GB to the cache.
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Chapter 1: Introduction and Installation - Backing Up
If you do increase the cache size significantly, there will be a pause between
the import finishing and the application closing. During this time, the cache
contents will be written to disk. The larger the cache, the longer this will
take.
The Raw Data Export
If your database somehow becomes damaged while you are using it, you will be
prompted to create a Raw Data export. You should do so, using the Raw Data
Export function in the System module (described in the ‘System Module’
manual) or, if you are working on the server, by launching the server application
with the --rawdata parameter. The Raw Data option exports data in byte order,
while the Database Text Backup option exports data in record order, on a
register-by-register basis. When a database is damaged, the Raw Data option
may create an export file where the Database Text Backup option fails.
If you need to revert to a back-up, you should do so in this order of priority—
i.
If you are using journaling, you should revert to the most recent undamaged
copy of the database and apply the journal.
ii
If you are not using journaling, but you are regularly duplicating your
database, you should revert to the most recent undamaged copy of the
database and recreate the data entered since the duplicate was made.
iii
If you are not using journaling or database duplication, you should revert to
the most recent text back-up of the database that does not contain any
damage and recreate the data entered since the duplicate was made.
Please refer to page 94 above for more details about reverting to a back-up.
Do not under any circumstances regard the file created by the Raw Data export
as a means of successfully rebuilding your database. Restoration from a Raw
Data file is extremely unlikely to produce a useable database. At the very best,
use a Raw Data file as a reference to help recreate the data entered since the
last successful back-up, as mentioned in points ii and iii above. Due to the
method used to create the Raw Data file, and due to the fact that a Raw Data file
will be created from a damaged database, it will not contain any user
passwords, it is likely that many settings will be missing, it probably will not
contain any user accounts, and many records may be missing or incomplete.
For example, many records may be missing from the Contact or Transaction
registers, and data may be missing from hidden fields in stock transactions,
making it impossible to rebuild stock or obtain an accurate stock valuation.
If you need to create a test database from a Raw Data file for use as a reference,
use the GUI application to follow these steps—
1.
Make sure the folder or directory containing your Enterprise by HansaWorld
application does not contain a “HANSA.HDB” file and launch the
application.
2.
When the ‘Welcome to Enterprise by HansaWorld’ window appears, click
the [Master Database] or [Single User Database] button as appropriate.
Follow the instructions in the ‘Creating a New Database - Server’ or the
‘Creating a New Database - Single-user’ sections above on pages 32 or 41
respectively.
3.
Referring to the ‘Changing and Adding Companies - Single-user’ section
above on page 55, create all the Companies as they were in the damaged
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Enterprise by HansaWorld
database (in particular, the Codes must be the same as they were in the
damaged database).
4.
Create all Fiscal Years exactly as they were in the damaged database (in
every Company).
5.
In every Company, configure the Company Date and Numeric Format
setting in the System module as follows—
Date Order
Month, Day, Year
All three check boxes
ticked
Date separator
/ or -
Decimal Separator . (a single full stop, not a comma)
Thousand separator
space (one single space)
6.
Ensure you are in the System module and use the Ctrl-Shift-I/-Shift-I
keyboard shortcut to open the ‘Imports’ window. Choose one of the options
depending on where the Raw Data file is located and import it.
If the Raw Data file is large, you may prefer to use the command line (Linux
or Mac OS X) or service (Windows) application for this step, as the speed
benefit will be significant.
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7.
Even if the Raw Data file is imported successfully, the database will not be
useable because no indexes will be created. Therefore, you must
immediately create a Database Text Backup and import that file to a new
database. This will ensure the data is properly indexed. Again, you may
prefer to use the command line (Linux or Mac OS X) or service (Windows)
application to import the file.
8.
As mentioned in the introduction to this section, restoration from a Raw Data
file will usually result in an incomplete database. You should only regard it
as a test database that will help you with the process of re-entering
information to the new “live” database. You may be able to do this by
exporting from the test database using the relevant Export routine in the
Integration module. The Transaction Registers Export will be particularly
useful, as it allows you to export a specified range of records from every
Sub System. If there is no suitable Export routine for the information that is
missing from the new “live” database, use the test system as a guide enter
the data manually to the new “live” database.
!
Never build a “live” database
from a Raw Data file!
Chapter 1: Introduction and Installation - Backing Up
Updating to New Versions of Enterprise by
HansaWorld
The latest version of Enterprise by HansaWorld is always available for
downloading at http://www.hansaworld.com/downloads/. Clicking the
[HansaWorld.com] button in the Master Control panel will take you to
http://www.hansaworld.com. Click the “Products” link and then “Downloads” to
go to the ‘Downloads’ page.
Inevitably, new versions will incorporate significant structural changes. Because
of this, it cannot be guaranteed that they will be able to use database files
(“HANSA.HDB” files) created by previous versions. You must export a text backup file from the old database and import it to a new database created using the
new version of the program.
Before updating, you should first check that the new version is compatible with
your hardware and operating system(s). You should then set up a test
environment where you will be able to run the existing version and the new
version side-by-side. Create new databases using both versions, and import the
same text back-up to both new databases. This will allow you to print the most
important reports from both versions and compare them accurately, since both
versions contain the same data. You should then ensure that every user logs in
to the new version to check that their main processes are operating as
expected, and to get used to any changes in workflow that may be required.
Test every step including printing documents, creating Nominal Ledger
Transactions from Sub Systems and reporting. When you are satisfied with the
data integrity of the new version and that every user is familiar with it, you can
update the live system.
In more detail, follow these steps to update to a new version of Enterprise by
HansaWorld—
1.
Create a Database Text Backup from your live system as usual and as
described in the ‘Backing Up’ section above on page 75 using the old
application.
2.
Install the new version of the application in the test environment, create a
new database and import the text back-up file as follows—
i.
Follow the procedure described in the ‘Installation’ section above on
page 22 to download the latest version of Enterprise by HansaWorld
and install it on the server and clients in your test environment.
ii.
Ensure that the folder or directory containing the new application on the
test server also contains “DBDEF.TXT” and “DEFAULT.TXT” files, but
not a “HANSA.HDB” file. Ensure it also contains a folder or directory
named “Backup” which in turn contains the text back-up file created in
step 1, and that the name of this file has a .txt extension.
iii.
Copy the following folders and their contents from the HansaWorld
folder on your live server to the folder containing the new application on
the test server: “Attach”; “Halcust”; “tmp”; “web” and “webcust”. You
may not have all of these folders in your installation: if so, copy the
ones that you do have and don’t worry about those that are missing.
Copy logo files as well. Do NOT copy the “Hob” folder.
In particular, you must make sure you copy the “Attach” folder to the
new HansaWorld folder before you proceed to step 2iv. The way in
which attached files are named was changed in Enterprise by
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HansaWorld version 5.3 070723. If you are updating to this version or
newer from an older version, the files in the “Attach” folder will be
renamed by the updating process to comply with the new naming
convention. If you do not copy the “Attach” folder to the new
HansaWorld folder until after updating, the files in that folder will not be
renamed and therefore the Attachment links will be broken (you will not
be able to open attached files from the [Attachments] button with the
paper clip icon). In this case, repeat the update ensuring the “Attach”
folder is in place first. Please refer to page 197 below for more details
about Attachments.
If you have a “Halcust” folder, it will contain bespoke code that
changes the way Enterprise by HansaWorld operates. You should not
assume that this bespoke code will be compatible with new versions of
the program. Therefore, before updating you must consult with
HansaWorld Support to ensure compatibility and to have the code rewritten if necessary. You can find the telephone number of your local
office at http://www.hansaworld.com/countries/. Having done this,
ensure the “Halcust” folder is in the new HansaWorld folder before you
proceed to step 2iv. Bespoke code can change the structure of the
database. If you do not copy the “Halcust” folder to the new
HansaWorld folder until after updating, the new “HANSA.HDB” file will
given a standard database structure and may crash when you try to
use it with the “Halcust” folder present.
iv.
Referring to the ‘Restoring from a Back-up’ section on page 94 above,
launch the new Enterprise by HansaWorld application to create a new
database as follows—
•
If you choose to create the new database using the GUI
application, when the ‘Welcome to Enterprise by HansaWorld’
window appears, click the [Import Textbackup] button to import
the back-up created by the previous version of Enterprise by
HansaWorld. When the import process finishes, close the GUI
application and start the command line application.
•
If you choose to create the new database using the command line
application (Linux or Mac OS X), launch the application by
typing—
./Enterprise Backup/TBXXXXXX.TXT
where TBXXXXXX.TXT is the back-up file, located in the “Backup”
folder inside the folder containing the Enterprise by HansaWorld
server application. If the back-up file contains more than one
Company, the application will close automatically when the import
finishes. Restart it in the normal way.
•
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If you choose to create the new database using the service
application (Windows), place the path and name of the back-up
file (Backup/TBXXXXXX.TXT in this example) in a “parameters.txt”
file before launching the application, as described above on page
30. If the back-up file contains more than one Company, the
application will quit when the import finishes (you may need to
monitor the log file (named “hansa.log”) or the service ‘Properties’
window to see when the application quits). Remove the path and
name of the back-up file from the “parameters.txt” file. If
necessary, restart the application in the usual way.
Chapter 1: Introduction and Installation - Backing Up
If your machine has sufficient RAM, the back-up file will be imported
significantly more quickly if you increase the cache size. Please refer to
step 10 in the ‘Restoring from a Back-up’ section above on page 98 for
details.
3.
4.
v.
If you have not done so already, install the new Enterprise by
HansaWorld application on the client machines that will be part of the
test system. If you have any Client Text Backup files, import them to the
new databases on the relevant machines as per step 2iv above. Then,
open the Company register on each client and enter the IP address of
the test server. If you did not import a Client Text Backup file, use the
[Connect to Server] button in the ‘Welcome to Enterprise by
HansaWorld’ window to locate and connect to the test server.
vi.
If the new version includes one or more of the revisions listed below on
page 109, update your data as required. You may find it advantageous
to increase the cache size while updating your data.
Install your existing version of the application in the test environment, create
a new database and import the text back-up file as follows—
i.
Create a new folder or directory on the test server (or on a separate test
server) and copy into it from the HansaWorld folder on your live server
the old version of the application and the “Attach”, “Halcust”, “tmp”,
“web” and “webcust” folders. This time copy the “Hob” folder as well.
ii.
Ensure that the folder or directory containing the old application on the
test server also contains “DBDEF.TXT” and “DEFAULT.TXT” files, but
not a “HANSA.HDB” file. Ensure it also contains a folder or directory
named “Backup” which in turn contains the back-up file created in step
1, and that the name of this file has a .txt extension.
iii.
Import this back-up as described in step 2iv above, but note that you
will not be able to use the “parameters.txt” method if your old version is
older than 5.4.
iv.
Running two databases on the same server machine is usually not
recommended or supported for reasons of speed, but this is less
important in a test environment. If you do have both the old and new
applications on the same server machine, you should change the Port
Number in one of the databases, to enable the clients to log in to the
correct one. Please refer to the ‘Program Mode Register’ section above
on page 65 for details.
v.
If you have not done so already, install the old Enterprise by
HansaWorld application on the client machines that will be part of the
test system. If you have any Client Text Backup files, import them to the
new databases on the relevant machines as per step 2iv above. Then,
open the Company register on each client and enter the IP address of
the test server (and the Port Number if you changed it on the server in
step 3iv above). If you did not import a Client Text Backup file, use the
[Connect to Server] button in the ‘Welcome to Enterprise by
HansaWorld’ window to locate and connect to the test server (note that
the ‘Welcome to Enterprise by HansaWorld’ window was introduced in
Enterprise by HansaWorld version 5.2).
Print the reports you usually use from both the old and new versions and
compare them. At a minimum, you should print and compare the Trial
Balance, Profit & Loss and Balance Sheet from the Nominal Ledger, the
Sales Ledger report (with and without a recent date) and the Open Invoice
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Enterprise by HansaWorld
and Periodic Customer Statements from the Sales Ledger, the Purchase
Ledger report (with and without a recent date) and the Open Invoice and
Periodic Supplier Statements from the Purchase Ledger, and the Stock List
(with and without a recent date) and Item History from the Stock module. If
you are using the Job Costing module, print the Project Status report as
well. You only need print the longer reports to show the most commonly
used Customers, Suppliers and Items. If a report contains a new option in
the new version, turn it off so that you can compare like with like.
You may also want to print and compare the Record Count report in the
Technics module. This report lists the number of records in each register.
However, be careful when interpreting this report as it includes support
registers (hidden registers whose contents are not included in text back-up
files but recalculated on import). The structure of support registers may
change from version to version, so the number of records they contain may
vary. Support registers are shown with zeroes in the Imp/Exp Level column
in the report.
For the comparison to be accurate, you should not have worked in either
system after importing the text back-up. This will ensure the data in the old
and new databases is identical.
5.
When you are satisfied with the reports, you should now ensure that every
user logs in to the new version to check that their main processes are
operating as expected, and to get used to any changes in workflow that
may be required. Test every step including printing documents, creating
Nominal Ledger Transactions from Sub Systems and reporting. This is
especially imperative if you have a “Halcust” folder, in which case you
should test the bespoke code as much as possible.
6.
When you are sure that the new version is operating as expected, create a
new Database Text Backup from your live system and repeat step 2 above
to update your live system.
If you are using the service application on a Windows server, installing a
new version will automatically update the service registry, removing the old
version from the list and replacing it with the new version.
If you have many client machines, you may want to use the auto update
feature described below on page 105. This feature will cause the version on
the client machines to be updated automatically the next time they connect
to the server.
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7.
In the new live system, open the Timed Operations setting in the Technics
module. Check that all times are correct and are expressed using the 24hour clock. If you are using the automatic timed back-up feature, make sure
the Backup Path is correct.
8.
If you are using the journaling feature, you will need to start journaling after
updating to a new version. Ensure the folder containing the application
does not also contain a “journal” folder and start journaling as described
above on page 88.
9.
If you need to remove the old version of the application and you are using
Windows, be sure to do so using the Add or Remove Programs Control
Panel.
Chapter 1: Introduction and Installation - Backing Up
Updating Clients Automatically
When you update to a new version of Enterprise by HansaWorld, you should
ensure that you are update to the same new version on the server and on all
client machines. If you have many client machines in your network, updating
them manually can be a laborious job. To make this task easier, you can use the
auto update feature that will cause the version on the client machines to be
updated automatically the next time they connect to the server.
To configure the auto update feature, follow the steps below. If you updated your
server application to the new version as described above on page 101, the auto
update feature will already have been configured for Windows .NET and Mac OS
X clients. If these are the only clients you are using, ignore steps 1-8 and
proceed to step 9.
1.
Set up a new Enterprise by HansaWorld installation on a client machine,
with no database (no .hdb file). Create a folder or directory named
“clientmp” and place it in the folder containing the Enterprise by
HansaWorld application.
2.
Inside “clientmp”, create one sub-folder or sub-directory for each client
platform that you need, as follows—
3.
Folder
For Client
Application Name
books
Books Mac
Books.app
hansaraamaosx
HansaRaama Mac (only
used in Estonia)
HansaRaama.app
hansaraamawin
HansaRaama Windows
(only used in Estonia)
HansaRaama.EXE
hansaraamawindowsnet
HansaRaama Windows .Net
(only used in Estonia)
HansaRaama.EXE
linuxxt
Linux XT
HansaWorld
linuxwine
Linux Wine
HansaWorld.EXE
macosx
Mac OS X Cocoa
HansaWorld.app
win98
Windows 98/NT
HansaWorld.EXE
wince
Windows CE
HansaWorld.EXE
windows
Windows 2000/XP
HansaWorld.EXE
windowsnet
Windows .Net
HansaWorld.EXE
Copy the following files into the sub-folders or sub-directories from step 2—
•
The “DBDEF.TXT” and “DEFAULT.TXT” files;
•
The new version of the relevant Enterprise by HansaWorld application
for the operating system. This must be named as shown in the list in
step 2 (the names are case-sensitive). Depending on how you have
configured your operating system, the file extensions may not be
visible.
•
The new “Hob” folder; and
•
(optionally) a file named “AUTOUPDATEIMPORT.TXT”, which can
contain information that will be imported to each client database.
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Enterprise by HansaWorld
•
The “windowsnet” folder should also contain the following files:
“Boo.HtmlEditor.Shared.dll”, “ColorPicker.dll” and “HtmlAgilityPack.dll”.
4.
Create a folder or directory named “clients” in the folder containing the
Enterprise by HansaWorld application that you are using.
5.
Start the Enterprise by HansaWorld application, change to the Database
Maintenance module. To gain access to the Database Maintenance
module, grant yourself full access to it in your Access Group and log in
again.
Run the ‘Create Autoupdate Clients’ Maintenance function—
Tick the Client options that you need (each option should have its own
folder as listed in step 2), specify the Folder (if different to step 4) and click
the [Run] button.
The Maintenance function will create separate .ha files for each Client
options, saving them in the “clients” folder (for example, “windows.ha”,
“windowsnet.ha” and “macosx.ha”).
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6.
Open the ‘About’ window from the Info menu (Windows and Linux) or the
Enterprise menu (Mac OS X) and make a note of the build number. You can
also copy the build number from the log file (a line containing the version
and build such as “7.1 2014-01-16 (build 71120660)” will have been written
to the log file in step 5).
7.
On the server machine, create a folder or directory named “updateclients”
in the folder containing the Enterprise by HansaWorld server application.
8.
Copy the .ha files from the “clients” folder into the “updateclients” folder
created in the previous step.
9.
Update your Enterprise by HansaWorld server application to the new
version as described above on page 101, and then launch this application
as normal.
Chapter 1: Introduction and Installation - Backing Up
10. Log in from a client using the new version and change to the Technics
module. To do this, you should be working on a client and you should have
logged in as a system administrator (i.e. as a Person that has access to the
Technics module) as described on page 286 below.
Open the Available Client Version setting in the Technics module—
If you updated your server application to the new version as described
above on page 101, the auto update feature will automatically have been
configured for Windows .NET and Mac OS X clients. As a result, the Cocoa
Available and Windows .NET Available fields will already be filled in with the
relevant build number, as shown in the illustration. You may see a different
build number than the one in the illustration (build 71120660 refers to
version 7.1 140116: each dated version has its own build number).
If you have clients on other platf orms and have created .ha files for those
platforms, you can either enter the build number of the server application in
one or both of the top two fields (Available or Minimum), or you can enter it
in the specific field(s) for the platform(s). Use the build number from step 6.
When a client logs in using a version that is earlier than the one specified in
this setting, the client will be asked to update. If the client version is earlier
than the Minimum version, the update will be mandatory (i.e. the new
version is the minimum that can be used). If the client version is earlier than
the Available version, the update will not be mandatory (i.e. the new version
is the latest one available).
The top two fields set an overall default that you can override using one of
the specific platform fields. For example, if you specify an Available version
and a Cocoa Available version, the Available version will be used for all
platforms except Cocoa. Usually it is recommended that every client use the
same version so using the top two fields will be sufficient (and using the
Minimum field (mandatory updates) will also help with this aim).
If the new version contains structural changes compared to the old, the
update will be set as mandatory automatically, irrespective of whether you
used the Minimum or Available fields.
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Enterprise by HansaWorld
It is now possible for the clients to log in, as follows—
i.
On a client machine, launch the old Enterprise by HansaWorld client
application.
ii.
After choosing the company, you will be told that a newer client is available,
and whether the update is mandatory—
iii.
Click the [Update Now] button. Your client application will be updated, as
follows—
iv.
•
Your client database will be backed up;
•
The new client application, “Hob” folder and any other files will be
downloaded to your client folder;
•
The old client application, “Hob” folder, database and other files will be
moved to a folder named “oldver”; and
•
The new client application will be launched and the client text back-up
imported.
Log in as normal.
In this process, the new client application will be transferred to the clients via
TCP/IP. In some cases (e.g. if the client version is much older than version 7.1),
the transfer may fail. If so, an alternative method is to transfer the new client
application to the clients through the Web Port. Follow these steps—
a.
Log in to your main server from a client and change to the Technics
module. To do this, you should be working on a client and you should have
logged in as a system administrator (i.e. as a Person that has access to the
Technics module) as described on page 286 below.
b.
Check the Web Port by opening the Program Mode register in the Technics
module and going to the ‘Web’ card. If you need to specify a Web Port on
the server or change the one that is there, you will need to restart the server
for the change to take effect. Typical Web Ports are 1080 and 8033.
c.
Create a text file named “serverip.dat” that contains the server’s IP address
and Web Port in the following format, on a single line—
IP address:web port
Note: do not place any carriage returns or any other characters after the
port.
d.
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Place the “serverip.dat” file in the “Hob” folders on every client.
Chapter 1: Introduction and Installation - Backing Up
e.
Follow steps 1-6 above to create .ha files for the platforms that you need.
f.
On the server machine, create a folder or directory named “web” in the
folder containing the Enterprise by HansaWorld server application.
g.
Copy the “clients” folder (from step 4) into the “web” folder created in the
previous step.
h.
Follow steps 9-10 above on the server and steps i-iv on each client.
Major Updates
Listed below are some major revisions that have been made to Enterprise by
HansaWorld since version 3.8. When you update for the first time to a version
that contains one of these revisions, you will need to update your data, usually
by running a Maintenance function.
Version
Revision
More Information
3.8
Assets module: Fixed Asset
register replaced by Asset
register
‘Assets Module’ manual:
description of ‘Export to new
Fixed Assets Module’ function
4.1
Customers and Suppliers
combined into a single
register
‘Customers, Suppliers and
Contact Persons’ manual,
‘Combining Customers and
Suppliers’ section
4.1
Definition of Key Financial
Ratio and VAT Reports:
change in syntax used in
formulae
‘Nominal Ledger’ manual:
‘Defining Key Financial
Ratios’ section
5.0
Customers/Suppliers and
Contact Persons combined
into a single register
‘Customers, Suppliers and
Contact Persons’ manual,
‘Combining Customers and
Contact Persons’ section
5.1
Stock module rewritten
‘Stock Module’ manual:
description of ‘Rebuild Stock’
function
5.3 070723
Change
in
naming
convention for attached files
Point 2iii in the ‘Updating to
New Versions of Enterprise by
HansaWorld’ section above
on page 101 (update is
automatic, requiring no user
intervention)
6.1 090510
Currency added to Job
Costing module
Use the ‘Change Project
Currency’
Maintenance
function in the Job Costing
module to add Currencies to
existing Projects
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Working Environment
Enterprise by HansaWorld
Chapter 2: Working
Environment
When you create a database or open an existing one, the Enterprise by
HansaWorld desktop will appear, with the Master Control panel in the centre of
the screen. You can use the icons in this panel as shortcuts to different parts of
the program.
You can carry out most operations in Enterprise by HansaWorld using up to
three different methods—
•
Selecting an option from a menu. Menus are described below on page 178.
•
Clicking a button in the Master Control panel. This is described below on
page 113.
•
Using a keyboard command. These are listed below on page 216.
Use the method you feel most comfortable with. In the beginning you may find it
easiest to select from menus or from the Master Control panel, but when you get
more used to the program, you will find the keyboard commands faster to work
with.
Current
Company
and User
Operations
Menu
Log in as
another user
Menu Bar
Personal
Desktop
Business
Communicator
Hansamanuals.com
Web
tutorials
HansaWorld.com
112
Registers
Key Performance
Indicators (KPIs)
Chapter 2: Working Environment - Master Control Panel
The Master Control Panel
The Enterprise by HansaWorld work area contains a single movable tool palette,
the Master Control panel, located by default in the centre of the screen.
You can open the Master Control panel or bring it to the front at any time by
choosing ‘Master Control’ from the File menu. Windows and Linux users can use
the keyboard shortcut Ctrl-M, while Mac OS X users can use -M. To close the
Master Control panel, click the close box or use the keyboard shortcuts AltF4/-W (if you are using Windows, you cannot close the Master Control panel if
it is the only open window).
The Master Control panel is divided into three main parts—
•
The area on the right of the Master Control panel is known as the “Personal
Desktop”. If you have certain records, registers, reports or Maintenance
functions that you use all the time, you can move them to your Personal
Desktop for easy access. You can open a record or register or run a report
or Maintenance function from your Personal Desktop at any time, without
first having to change modules, find records in browse windows or find
reports, documents or Maintenance functions in list windows. The Personal
Desktop therefore gives you access to the most important parts of
Enterprise by HansaWorld in a similar manner to a list of Bookmarks in a
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browser. Please refer to the “Personal Desktop” section below on page 205
for full details.
The lower part of the Personal Desktop is occupied by Key Performance
Indicators (KPIs). KPIs are described below on page 214.
•
The strip along the top of the Master Control panel contains the following
tools—
The Operations drop-down menu contains a number of
functions connected to the Personal Desktop, described
below on page 205. It also contains a function that you can
use to change your password. This is described below on
page 140.
Click this button if you want to log in as a different user.
This button opens the ‘Business Communicator’ window.
This allows you to communicate with any Contact (both
external and internal) using any method (e.g. telephone,
mobile, Skype, SIP, email, text SMS and the chat feature
built in to Enterprise by HansaWorld). Please refer to page
159 below for details.
Click this button to connect to the web and go to the
HansaWorld website where you can find the Enterprise by
HansaWorld
manuals
in
a
web
format
(http://www.hansamanuals.com).
This button does not appear in the Master Control panel in
the Mac OS X version of the Enterprise by HansaWorld
application. If you are using this version, choose ‘Online
Manual’ from the Help menu to go to
http://www.hansamanuals.com.
If you are using Windows or Linux, you can also go to
http://www.hansamanuals.com by choosing ‘Help’ from
the Info menu.
Click this button to connect to the web and go to the
HansaWorld website where you can find tutorials
illustrating how to use various functions in Enterprise by
HansaWorld.
Click this button to connect to the web and go to the
HansaWorld website (http://www.hansaworld.com). To find
and download the latest version of Enterprise by
HansaWorld, click this button and then, in your browser,
click the “Products” link, then “Enterprise” and
“Downloads” to go to the ‘Downloads’ page.
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•
The left-hand part of the Master Control panel contains a number of buttons,
divided into four sections, as follows—
Personal
These buttons allow you to communicate with other users
of your Enterprise by HansaWorld system and to organise
your diary. This provides a means of recording
appointments and other tasks. Some of these buttons have
a keyboard shortcut, as shown below, which you can use
when the Master Control panel is the active (front) window.
[Calendar]
Windows/Linux keyboard shortcut: Ctrl-Shift-C
Mac OS X keyboard shortcut: -Shift-C
Opens your Calendar. You can use this tool to
schedule your time and that of other users.
Requirement: access to the Calendar module.
Full details: ‘CRM’ manual.
[Mailbox]
Windows/Linux keyboard shortcut: Ctrl-Shift-M
Mac OS X keyboard shortcut: -Shift-M
Opens your Mailbox. This allows you to send and
receive mail from other users in your Enterprise by
HansaWorld system, and to send and receive
external mail (i.e. to communicate with people
outside your Enterprise by HansaWorld system who
use standard email programs).
Requirement: you must have a Mailbox.
Full details: ‘Mail’ manual.
[Tasks]
Windows/Linux keyboard shortcut: Ctrl-T
Mac OS X keyboard shortcut: -T
Opens your Task Manager. This is your ‘To Do’ list.
Requirement: access to the Task Manager module.
Full details: ‘CRM’ manual.
[Conferences]
Windows/Linux keyboard shortcut: Ctrl-Shift-O
Mac OS X keyboard shortcut: -Shift-O
Opens a list of Conferences. These are addresses
to which you can send public mail (mail that all
users can read, subject to access restrictions).
Requirement: you must have a Mailbox.
More details: ‘Mail’ manual.
Company
[Company]
These buttons allow you to work in different parts of your
Enterprise by HansaWorld system. Some of these buttons
have a keyboard shortcut, as shown below, which you can
use when the Master Control panel is the active (front)
window.
Windows/Linux keyboard shortcut: Ctrl-O
Mac OS X keyboard shortcut: -O
Allows you to change the Company you are working
in. You can change Company using the keyboard
shortcut at any time (even if the Master Control
panel is hidden or closed).
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Enterprise by HansaWorld
More details: ‘Working with Companies’ section
below on page 191.
[Module]
Windows/Linux keyboard shortcut: Ctrl-0 (zero)
Mac OS X keyboard shortcut: -0 (zero)
Allows you to work in a different module (e.g. to
change from the Nominal Ledger to the Sales
Ledger). The Register buttons in the lower part of
the Master Control panel will be changed to show
the Registers in the new module. You can change
modules using the keyboard shortcut at any time
(even if the Master Control panel is hidden or
closed).
[Resources]
Opens the Resource Planner window.
Requirement: access to the Resource Planning
module.
[SmartApps]
Routines
[Reports]
SmartApps are small applications that you can
purchase or create yourself. You can share and
synchronise information between a SmartApp in
your Enterprise by HansaWorld system and one on
a hand-held device such as a Nokia E90. Example
applications might include workforce automation,
data collection and on-line reporting. This button
opens a list of the SmartApps in your system.
Routines are tasks that you will need to carry out as part of
your daily work. Clicking one of these buttons will open a
list of options in which you can choose the one you need
by double-clicking. The options in the list will vary
depending on the current module. Each of these buttons
has a keyboard shortcut, as shown below, which you can
use at any time (even if the Master Control panel is
hidden).
Windows/Linux keyboard shortcut: Ctrl-R
Mac OS X keyboard shortcut: -R
Prints reports to screen, printer, file or other print
destination.
More details: ‘Reports’ section below on page 118
and ‘Report Window’ section on page 152. The
reports themselves are described in detail in the
manuals covering the individual modules.
[Documents]
Windows/Linux keyboard shortcut: Ctrl-D
Mac OS X keyboard shortcut: -D
Prints documents intended for external use (e.g.
Invoices or Purchase Orders).
More details: ‘Documents’ section below on page
125. The documents themselves are described
individually in the appropriate manual.
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[Settings]
Windows/Linux keyboard shortcut: Ctrl-S
Mac OS X keyboard shortcut: -S
Allows you to tailor the operations of each module
to your requirements.
More details: ‘Settings’ section below on page 130.
The settings themselves are described individually
in the appropriate manual.
[Routines]
Allows you to import and export information, run
Maintenance functions (batch processing routines),
and register your copy of Enterprise by
HansaWorld.
More details: ‘Routines’ section below on page 117.
Registers
Windows/Linux keyboard shortcuts: Ctrl-1-8
Mac OS X keyboard shortcuts: -1-8
These buttons vary according to the current module: one is
provided for each register in that module. Separate
registers are used for the different types of information
stored in and used by the module. Click on a register
button to open the browse window listing all the records
contained in the register.
More details: ‘Registers’ section below on page 188. Each
register is explained in full detail in the relevant manual.
Routines
The ‘Routines’ section of the Master Control panel contains tools that you can
use to produce reports, print documents, set preferences, import and export
information, run Maintenance functions (batch processing routines), and register
your copy of Enterprise by HansaWorld.
You can use three of these tools by clicking the [Reports], [Documents] and
[Settings] buttons in the Master Control panel. To use the remaining tools, click
the [Routines] button. This will open the ‘Routines’ window, in which you can
click the button that you need—
For more details, please refer to the following sections—
Reports
page 118
Documents
page 125
Settings
page 130
Exports
page 133
Imports
page 134
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Maintenance
page 139
Registration
page 140
Reports
Reporting in Enterprise by HansaWorld is non-destructive, i.e. you can make and
print a report as many times as you wish. Some accounting programs are
designed in such a way as to allow journal printing only directly in connection
with the data entry. Enterprise by HansaWorld does not have this limitation.
When you click the [Reports] button in the Master Control panel or use the Ctrl-R
(Windows and Linux) or -R (Mac OS X) keyboard shortcut, a window will be
opened, containing a list of the available reports. The contents of this window
will vary with the selected module: the illustration below shows the reports in the
Nominal Ledger module—
Choose a report by clicking an item in the list once. If you need to set the page
size, number of copies and other printer options for the report, choose ‘Page
Setup’ from the File menu. You can also use this function to choose the printer
on which the report is to be printed. These settings will be used whenever you
print the particular report until you choose ‘Page Setup’ once again.
Once you have done this, double-click the report name in the list. A specification
window will open, where you can choose the information that you want to be
shown in the report. For example, when producing a Balance Sheet, you can
use its specification window (illustrated on the next page) to choose the period
that is to be covered by the report.
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While the specification window is open, you can choose the destination of the
printout by selecting one of the Media options at the bottom of the window.
These are the available options—
Screen
If you print to screen (the default setting), the report will be
shown in a new window (described below on page 152).
You can subsequently send the report to a printer by
clicking the Printer icon in the Button Bar of this window or
by selecting ‘Print’ from the File menu.
Printer
Use this option to send the report directly to a printer.
File
Choose this option to export the contents of a report to a
tab-delimited text file on your hard disk. You can then open
this file in Excel, for further calculations etc, or in Word or a
page make-up program, for incorporation in publicity
material or published reports.
Clipboard
This option will place the contents of a report in your
computer’s clipboard, from where you can paste it into
another application.
Fax
You cannot use this option with reports.
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Enterprise by HansaWorld
Excel
This option opens the Excel application and creates a new
workbook containing the report.
The following example shows a Customer Statistics report
opened in Excel, after which a chart has been added—
Html as attachment
This option will place an html version of a report in your
Personal Desktop. You may need to close and re-open the
Master Control panel to see the report there.
You can only use this option in a multi-user system, where
it can be useful when you need to produce a long report.
You can print a report using this option, log off and leave
the server to produce the report overnight, and the report
will be waiting for you in your Personal Desktop the next
day. To use this option, you must also turn on Parallel
Reporting, as described below on page 121.
To open the report, highlight it in your Personal Desktop
and choose ‘Open Record’ from the Master Control
panel’s Operations menu. The report will be shown in a
new window in your browser. Please refer to the ‘Personal
Desktop’ section below on page 205 for details of the
Personal Desktop.
Pdf
120
Choose this option to print a report as a PDF file on your
hard disk.
Chapter 2: Working Environment - Master Control Panel
Pdf and E-mail
This option will create a Mail in your Mailbox with a PDF
version of the report as an Attachment. Please refer to the
‘Mail’ manual for details about Mail and Mailboxes and to
page 197 below for details about Attachments.
If your database is in restricted mode, you will only be able to print a report using
the Screen option.
There are also two check boxes at the bottom of each report specification
window—
Print Dialog
If you want a print dialogue to appear when you send the
report to a printer, check this box. You might do this if you
want to print several copies of a report.
Ignore Timeout Limit
Please refer to the ‘Parallel Reporting’ section immediately
below for details of this option.
Once you have entered the reporting criteria and have chosen a print
destination, click [Run] to produce the report.
Defining Reports
For some reports in the Nominal Ledger module, you can redefine the contents
and layout of the report. To do this, use the Report Settings setting in the
Nominal Ledger. Full details can be found in the ‘Nominal Ledger’ manual.
Parallel Reporting
In multi-user systems, the server will give a higher priority to working with records
(searching, opening, saving), and a lower priority to reporting. Despite this
prioritisation, if some users in your system will frequently produce reports, the
other users may find that performance suffers. You can use the Parallel
Reporting options to attempt to optimise the performance for all users. The
Single Thread option can be used with any server, while the Multi Thread option
will allow you to take advantage of multiple cores and processors. These options
can be found on the ‘Performance’ card of the Optional Features setting in the
System module.
Off
The server will calculate a single report at a time, so reports
will be produced in the order in which they were requested.
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Reflecting the higher priority given to working with records,
the calculation of each report will be paused periodically to
allow records to be read and saved.
Single Thread
The server can calculate a number of reports
simultaneously. It does this by working on a particular
report for a few moments, then working on a second report
for a few moments, then on a third, before returning to the
first. This will give a benefit when there is a long report
queue that includes both short and heavy reports, as the
short reports will be produced more quickly. The server will
be able to start working on them more quickly, without
always needing to wait until the earlier reports in the queue
have been produced. This benefit by its very nature will be
much reduced when there is a short report queue or no
queue at all.
By default, the server can work on up to five reports at
once, but you can change this using the Report Slots field
underneath the Parallel Reports options. The number of
Report Slots can be between one and 80.
If the users in your system will frequently produce many
reports, you may find it beneficial to increase the number
of Report Slots. If reports will be produced infrequently, you
might consider reducing the number. Depending on the
complexity of the reports in the queue, increasing the
number may mean each individual report will be produced
more slowly, so you may need to experiment to find the
optimum setting for the typical report queue in your
system.
Multi Thread
The server will dedicate separate threads to reports. Each
thread will be able to produce a separate report, allowing
several reports to be produced simultaneously. When a
report is requested, it will be placed in an overall report
queue, to be assigned to the first thread that becomes
available.
By default, there can be up to five separate report threads.
Again, you can change this using the Report Slots field. A
good guideline is to set the number of Report Slots to twice
the number of processor cores in the server.
Usually, you should only consider using this option if you
have a multiple-core or multiple-processor server.
You will need to restart the server after changing the Parallel Reports options.
By default, the server will spend up to 300 seconds calculating each report. You
can change this report time-out limit by entering a number of seconds in the
Seconds a Report is allowed to Run before Timing out field in the Timed
Operations setting in the Technics module. If a report takes longer than the
report time-out limit, the following will happen, depending on the Parallel
Reporting option—
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Off
There is no report time-out limit if Parallel Reporting is Off,
so every report will always be produced in its entirety.
Single Thread
The report calculation will be halted, and the incomplete
report will be printed.
Chapter 2: Working Environment - Master Control Panel
Multi Thread
The report calculation will be halted, and the incomplete
report will not be printed.
When you produce a report, if you believe it will take longer than the report timeout limit and you want it to be produced in its entirety, use the Ignore Timeout
Limit option at the bottom of every report specification window.
If you are using the single- or multi-thread options, you can monitor the reports
that the server is working on. To do this, produce a Report Status report from the
User Settings module. As well as showing you the calculation times for each
report being produced, this report also gives you the chance to cancel a
particular report. To do this, click the [Cancel] text button next to the report
name. If you are using the single-thread option, the incomplete report will be
printed. You cannot use the Report Status report if Parallel Reporting is off. In
this case, the Report Status will be placed in the report queue behind the other
reports, which will be completed before calculation of the Report Status report
begins. When it is produced, it will therefore be empty.
Massive Cache
Another way to improve reporting speed is to increase the size of the cache
used by the Enterprise by HansaWorld server application. By default, this is 12
MB. By increasing the size of this cache, you will improve the speed of operation
because data in the cache can be accessed much more quickly than data on
disk. Data in the cache is data that has already been used during the work
session. In particular, the speed of importing will improve if you increase the
cache size and, in many installations, the speed of reporting and processing
records will improve as well.
The optimum size of the cache will vary, depending on the server type, RAM size
and operating system, and can only be established through experimentation. A
good guideline, especially for Windows servers and for servers with smaller RAM
sizes, is never to assign more than 40% of the machine’s RAM size to the cache.
If the cache is too large, the memory available for other tasks may not be
enough. If the machine then runs out of memory, it will start using its hard disk
as extra memory. This will cause it to slow down significantly and may also
increase instability. If the server is a 32-bit machine, the maximum cache size is
between 1 and 3.5 GB, depending on machine and operating system. If the
server is a 64-bit machine with a 64-bit capable operating system (Mac OS X or
Linux) and a large amount of RAM and if you are using the 64-bit version of
Enterprise by HansaWorld, then the 40% guideline becomes less important. For
example, if the server has 12 GB RAM, you could assign up to 10 GB to the
cache.
Increasing the cache size requires purchasing the Massive Cache feature as
part of your Enterprise by HansaWorld package.
You can increase the cache size using one of two methods—
1.
You can start the application on the server using the --db-cache parameter.
For example—
./HansaWorld --db-cache=1G
Starts the server application and sets the
cache to 1 GB. You can set the cache
size using K, M (not MB) or G (not GB).
Make sure the parameter does not
contain any spaces.
The --db-cache parameter sets the cache size for the particular work
session only. After quitting and restarting the server, the cache size will
revert to the default.
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2.
124
To set the cache size permanently, follow these steps—
i.
In the Configuration setting in the System module, choose to use the
Massive Cache feature using the option on the ‘Technical’ card—
ii.
Enter the cache size in the Database Cache Size field on the
‘Performance’ card of the Optional Features setting. The cache size
should be a number of kilobytes.
iii.
Restart the server.
Chapter 2: Working Environment - Master Control Panel
Documents
Documents are more formal printouts, usually printed using forms, such as
invoices or delivery notes, for sending to third parties (e.g. Customers or
Suppliers). Enterprise by HansaWorld offers several documents in each module.
When you click the [Documents] button in the Master Control panel or use the
Ctrl-D (Windows and Linux) or -D (Mac OS X) keyboard shortcut, a window will
be opened, containing a list of the available documents. The documents
available vary with the selected module: the illustration below shows those in the
Sales Ledger module—
Choose a document by clicking an item in the list once. If you need to set the
page size, number of copies and other printer options for the document, choose
‘Page Setup’ from the File menu. You can also use this function to choose the
printer on which the document is to be printed. These settings will be used
whenever you print the particular document until you choose ‘Page Setup’ once
again, or until you choose ‘Remove Page Setup’ from the Operations menu of
the ‘Documents’ list.
Once you have done this, double-click the document name in the list. A
specification window will open, where you can choose the record or records that
you want to be printed. For example, when printing Invoices, you can use the
specification window (illustrated on the next page) to choose the Invoices that
you want to print.
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While the specification window is open, you can choose the destination of the
printout by selecting one of the Media options at the bottom of the window. If
your database is in restricted mode, you can only use the Screen option. You
can only use the Fax option on a Windows machine with Fax Services installed.
If you need to use the Pdf or Pdf and E-mail options, you may need to use Styles
that will embed fonts in the resulting pdf files. You may also need to choose a
code page and page setup, which you can do in the Form Properties (the ‘Page
Setup’ function mentioned earlier in this section does not apply when you
choose the Pdf or Pdf and E-mail Media options). Please refer to the ‘System
Module’ manual for details about Styles and Form Properties.
Once you have specified the documents that you want to be printed and have
chosen a print destination, click [Run] to print the documents.
Threaded Documents
In multi-user systems, a user printing many documents may cause performance
to suffer for the other users. If you have a suitable server (i.e. a multiple-core or
multiple-processor server), you can use the Documents on Threads option to
attempt to optimise the performance for all users. You will find this option on the
‘Performance’ card of the Optional Features setting in the System module.
Choosing the Documents on Threads option will mean that in most cases
document processing on the server will run on a separate thread, reducing the
disturbance to other users. The exceptions are documents that write to the
database when they are printed. Examples include Invoices, Receipts and
Payments, which update the database to prevent repeated printing of the same
record, and Open Invoice Customer Statements and Reminders, which can
increase the Reminder Level in outstanding Invoices.
You will need to restart the server after changing this option.
Defining Documents
You must assign a Form to each document before you print it for the first time.
The Form is the design or layout of the document. You can have a single Form
for each document, or you may have several versions of a particular type of
document, to be used on different occasions. To assign a Form or Forms to a
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document, open the ‘Documents’ list as described above, highlight the
document in the list, and select ‘Define Document’ from the Operations menu.
Click the
button to access the Operations menu.
The example described below imagines you to have two different invoice
layouts, one for French language customers, and one for all other customers. In
this case, you will need two Forms named, for example, “INV” and “INVFRE”.
Design these Forms using the Form register in the System module. Full details
of this design process can be found in the ‘System Module’ manual.
Having designed the two Forms, use the ‘Define Document’ function to specify
when each one will be used, as follows—
1.
Use the [Module] button in the Master Control panel or the Ctrl-0/-0
keyboard shortcut to choose the module in which the document is to be
found. In the case of the Invoice document, this is the Sales Ledger.
2.
Click the [Documents] button in the Master Control panel or use the CtrlD/-D keyboard shortcut. The ‘Documents’ list window will be opened
showing a list of available documents. Highlight the document that you
need to define (‘Invoices’ in the example).
3.
Select ‘Define Document’ from the Operations menu. Specify “INV” as the
Form on the first row and “INVFRE” as the Form on the second row—
The “FRA” Language has been specified in the second row, meaning that
the “INVFRE” Form will be used when you print Invoices with this Language.
No Language has been specified in the first row, so the “INV” Form will be
used when you print Invoices with all other Languages. The Status in both
cases is “OKed”. This means the Invoices must be approved (marked as
OK and saved, so that they are posted to the Sales and Nominal Ledgers)
to use these Forms when you print them. As there is no row with the “Not
OKed” Status, it will not be possible to print unapproved Invoices.
In more detail, the fields in the ‘Define Document’ window are as follows—
Seq.
Use this column if you want to print two (or more) different
documents from a single command. For example, you
might want to print a Delivery Note and an Invoice together.
In this case, you would enter the Delivery Note with Seq.
no. 1 on the first row of the grid, and the Invoice with Seq.
no 2 on the second row.
Lang.
If necessary, enter a Language code in some or all rows.
You can use ‘Paste Special’ (Ctrl-Enter or  -Enter) to
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select from a list of Languages as set up in the System
module. The ‘Paste Special’ feature is described below on
page 148.
You can also assign a Language to each Customer and/or
Invoice. When you print an Invoice with a particular
Language, the row with the same Language will determine
the Form that will be used. This allows you to ensure that,
for example, an English Invoice will be printed for all
Customers except those who have been assigned the
Language code for French, for whom a French Invoice will
be printed.
In some cases, you can also enter a Delivery Mode here,
permitting different layouts to be used depending on the
Delivery Mode. You can only use this feature when the
record to be printed contains a Delivery Mode field (e.g.
you can use it with Invoices but not with Activities or Mails).
Acss. Gr.
You can assign a particular Form to an Access Group. If
you log in as a member of this Access Group, when you
print the document, the system will automatically select the
Form assigned to your Access Group. Use ‘Paste Special’
to select from a list of Access Groups as set up in the
System module.
Ser No
You can assign a particular Form to a Number Series, so
that records with numbers from that series will be printed
using the assigned Form. For example, if you use different
number sequences for Invoices and Credit Notes, you can
use this feature to print Invoices and Credit Notes using
different Forms.
Form
Enter the Form Code of the relevant Form in this field. This
field is case sensitive: you should only use upper case
characters. Use ‘Paste Special’ to select from a list of
Forms as set up in the System module.
Printer
Enter a printer code to send the printout to extra printers
defined in the System module (use ‘Paste Special’ to
obtain a selection list). Leave this field blank to use the
default printer as selected in the Windows Control Panel or
the Mac OS X Print & Fax System Preference.
Status
You can use this field to use different Forms when printing
approved and unapproved records e.g. you might want to
use a Form entitled “Proforma Invoice” when printing an
unapproved Invoice, and a different Form entitled “Invoice”
when printing an approved Invoice. In this case, enter two
rows in the ‘Define Document’ window, one for the
Proforma and one for the standard Invoice, with
appropriate Status in each case. An approved Invoice is
one that you have marked as OK and saved i.e. one that
has been committed to the Sales and Nominal Ledgers.
Enter one of the following values in this field, using ‘Paste
Special’ to check the spelling is correct—
OKed
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Not OKed
The specified Form will only be used when you are
printing an unapproved record.
All
The specified Form will be used when you are
printing both approved and unapproved records.
You can use this feature as a security measure. If you
restrict printing to approved records only, and you also use
Access Groups to control who can approve records, this
will help prevent the fraudulent creation and printing of
unauthorised records such as Purchase Orders and
Invoices. You can also use Access Groups to restrict
access to the ‘Define Document’ window. For example, to
make sure unauthorised Purchase Orders cannot be
printed—
i.
In the ‘Define Document’ window for Purchase Orders,
set the Status to “OKed” in every row. This will mean
that Purchase Orders can only be printed if they have
been approved.
ii.
Use Access Groups to restrict access to the ‘OKing
Purchase Orders’ Action. This will control who can
approve Purchase Orders.
iii. Use Access Groups to give no access to the Purchase
Order document to most users (i.e. set the Level to
“None” for this document). These users will be able to
open a Purchase Order and print it, but they will not be
able to open the ‘Define Document’ window for
Purchase Orders to change the Status to “Not OKed”
or “All”.
4.
Click [Save] to save the document definition. In this example, when you
print Invoices from now on, the correct Form will be selected automatically
according to the Language of the Customer, without further user
intervention.
You can repeat this process for almost every document as required.
You can also use the Language to specify the printer that will be used to print a
document. This can include sending the document to a fax machine, if your
hardware can support this feature. To do this, enter separate rows in the ‘Define
Document’ window for printing and faxing. The fax row should have a dedicated
Language (e.g. “FAX”) in the Lang field.
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In this example, Invoices will be printed as follows—
•
The first row determines that Invoices with no Language will be printed
using the “INVENG” Form on the default printer.
•
The second row determines that Invoices with the “FRA” Language (French)
will be printed using the “INVFRE” Form on the default printer.
•
The third row determines that Invoices with the “FAX” Language will be
printed using the “INVENG” Form on the “FAX” printer (fax machine).
•
The last row determines that Invoices with the “FAXF” Language (i.e.
Invoices in French that are to be faxed) will be printed using the “INVFRE”
Form on the “FAX” printer (fax machine).
You can change the Language in a record before printing it, to ensure it is
printed on the correct printer or fax machine.
Please refer to the ‘System Module’ manual for details about configuring Printers
(including fax machines) and Access Groups.
Settings
This command opens the ‘Settings’ list window where you will find an
alphabetical list of the settings that are available. Settings allow you to tailor
certain aspects of the program’s operation to your requirements, and to supply
information to be used throughout the program.
The contents of the ‘Settings’ list window vary according to the module selected.
The illustration below shows the different settings in the System (on the left) and
Nominal Ledger modules.
Choose an entry in the list by double-clicking it, or by selecting it and pressing
the Enter key. Settings are described in detail in the manuals describing the
individual modules.
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Types of Setting
The settings in Enterprise by HansaWorld can be divided into three groups—
1.
Settings of the first type take the form of a single screen where you can set
preferences to determine exactly how Enterprise by HansaWorld is to
operate in a certain situation. Examples of such settings include Account
Usage S/L and P/L, Company Info and Locking.
When you open one of these settings from the ‘Settings’ list, you can
change any of the fields as required. To save changes and close the
window, click the [Save] button. To close the window without saving
changes, click the close box.
2.
Settings of the second type contain a number of records that are displayed
in a grid. Each row in the grid represents a separate record. Examples of
such settings include Payment Modes and VAT Codes.
When you open one of these settings from the ‘Settings’ list, you can
change any of the fields in the existing records as required. To add new
records to the list, click in any field in the first blank row and enter
appropriate text. To remove a record, click on the row number on the left of
the row containing the record and press the Backspace key. To insert a
row, click on the row number where the insertion is to be made and press
Return. To save changes to all records in the grid and close the window,
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click the [Save] button. To close the window without saving changes, click
the close box.
When working in one of the main registers, you may need to refer to a
particular record in a setting of this type: the ‘Paste Special’ look-up
function is provided to make this task as easy as possible. For example,
when entering a Payment or Receipt, you can use ‘Paste Special’ to choose
the relevant Payment Mode. To help you choose the correct record using
‘Paste Special’, it is recommended that you keep the rows in the
alphabetical order of the Codes. An exception is the Fiscal Years setting
which should never be re-arranged (rows should not be inserted or
removed, you can only add new ones).
3.
Settings of the final type also contain a number of records, but behave in a
similar manner to the main registers in that their contents are displayed in a
browse window and have to be opened in a record window for editing.
Again, when working in one of the main registers, you may need to refer to
a particular record in a setting of this type using the ‘Paste Special’ look-up
function. Examples of such settings include Autotransactions and Payment
Terms.
When you open one of these settings from the ‘Settings’ list, the browse
window is displayed, listing the records already entered.
You can sort and search in these browse windows in the normal way, as
described below on page 142. Double-click an item in the list to edit it, or
add a new record by clicking the [New] button in the Button Bar.
Alternatively, highlight a record similar to the one you want to enter and click
[Duplicate] in the Button Bar. A record window is then opened, allowing you
to change the existing record or enter the new one.
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To save changes, click the [Save] button. To close the window without
saving changes, click the close box. You can also close the browse window
using the close box.
Exports
The Exports routine allows you to export information from your Enterprise by
HansaWorld database to tab-delimited text files on your hard disk. This
information is then available for use in other programs, such as word
processors, spreadsheets, database programs etc. You can often also import
the information into other Enterprise by HansaWorld databases or Companies
using the ‘Automatic’ and ‘Manual file search’ Import routines in the System
module.
To begin exporting, click the [Routines] button in the Master Control panel and
then the [Exports] button in the ‘Routines’ window. Alternatively you can use the
Ctrl-E (Windows and Linux) or -E (Mac OS X) keyboard shortcut at any time
(even if the Master Control panel is hidden). The ‘Exports’ list window is then
opened, listing the Exports that you can produce from the active module. The
options in this list vary according to the active module: the majority of Exports
are in the Integration module, as shown in the illustration below—
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Double-click the required item in the list: a specification window will then appear,
where you can decide the contents of the exported text file. Click [Run] and a
‘Save File’ dialogue box will appear, where you can name the file and determine
where it is to be saved.
To gain access to the Integration module, you must log in as a Person whose
Access Group explicitly grants full access to that module.
By default, text files exported from an Enterprise by HansaWorld database will
contain Unicode characters. You can change this by specifying a Default Export
Codepage in the Local Machine setting in the User Settings module.
As well as exporting information to text files, you can also use the Exports routine
to back up your Enterprise by HansaWorld database. For full details of how to
do this, please refer to the ‘Backing Up’ section above on page 75. For security
reasons, the ‘Company Text Backup’ and ‘Database Text Backup’ exports do
not produce text files as mentioned above but encrypted files that can only be
read by another copy of Enterprise by HansaWorld.
Note that you can also print all Enterprise by HansaWorld reports to disk as text
files. This, in combination with the Exports routine, makes it very easy to retrieve
information from Enterprise by HansaWorld for use with other applications.
Imports
The Imports routine allows you to import the contents of text files, previously
saved in the proper format, into the Company you are working with. Usually, only
new records will be added during the import process, and there is no danger
that you will get duplicate data of any kind in your database. However, if you
import a setting that is a set of fields and check boxes (e.g. the Account Usage
S/L and Account Usage P/L settings), the imported setting will overwrite the
existing setting.
To begin importing, click the [Routines] button in the Master Control panel and
then the [Imports] button in the ‘Routines’ window. Alternatively you can use the
Ctrl-Shift-I (Windows and Linux) or -Shift-I (Mac OS X) keyboard shortcut at
any time (even if the Master Control panel is hidden). The ‘Imports’ list window
will be opened, where you can specify what is to be imported. The options
available in the ‘Imports’ list window will vary, depending on the active module.
Double-click the option that you need and then, when the ‘Open File’ dialogue
box opens, locate and open the import file in the normal way.
You must save or cancel all changes before trying to import information. If you
are modifying a record or setting (i.e. at least one window is open with the title
‘Update’), you will be told ‘Some records/blocks are locked’ when you attempt to
use the Imports routine.
In multi-user systems, you can only use the Imports routine when you are the
only user logged in.
You should use the Imports routine to restore your Enterprise by HansaWorld
database from a back-up and when updating to a new version of the program.
For full details of how to do this, please refer to the ‘Restoring from a Back-up’
section above on page 94.
You should also use the Imports routine to import information previously
exported from another Enterprise by HansaWorld database or from a text file
created by another program. In the latter instance, you should ensure the text file
is correctly formatted (contains the information in the correct order) before
importing. This format information is available from your local HansaWorld
representative, and can also be found in the Export/Import Format report in the
Technics module.
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Usually, you will use the ‘Automatic’ or ‘Manual file search’ import functions in
the System module to import information in this way. These functions require the
following lines to appear at the beginning of the import file—
format
1
46
1
0
1
44
0
/
codepage UTF-8
The numbers in the second line should be separated by tabs. There should be
at least one empty line before the codepage. The word “codepage” and the
codepage should be separated by a tab.
The numbers in the second line are parameters that inform the import procedure
about the contents of the import file. The parameters are:
1.
Date Order
2.
Decimal Separator
3.
Import Mode
4.
Replace Mode
5.
String Type
6.
Thousands Separator
7.
Escape Character
8.
Date Separator
These parameters are now described in detail—
Date Order
The first parameter tells the import procedure what date
format you have used in the text file. You can use the
following values—
0
Month/Day/Year
1
Day/Month/Year
2
Year/Month/Date
3
Month/Year/Day
4
Day/Year/Month
5
Year/Day/Month
6
Hijri (Arabic)
7
Persian
Decimal Separator The second parameter uses ASCII codes to tell the import
procedure what decimal separator you have used in the
text file. Typical values are—
44
comma
46
full stop
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Import Mode
Use the third parameter to specify the platform on which
you created the text file, as follows—
0
Mac OS X, AIX, iSeries
1
Windows, Linux
The import procedure will use the default codepage for the
platform specified here for string conversion, if the fifth
parameter (String Type) is 0 and if there is no “codepage”
line at the beginning of the file.
Replace Mode
The fourth parameter tells the import procedure what to do
if information in the text file duplicates what is already in the
database.
0
Any duplicate information in the text file will not be
imported. Records in the database will not be
replaced.
1
Duplicate information in the text file will be imported,
overwriting existing records in the database. This
applies to entire records. For example, there is an
existing Customer 001 in the database with the
name Customer A and Payment Terms 30 days,
and in the import file Customer 001 has the name
Customer AA and no Payment Terms. The import
procedure will overwrite the entire record for
Customer 001, so the result will be that it has the
name Customer AA and no Payment Terms.
Records in the database with no duplicate in the
text file will not be touched.
Note that blocks will always be overwritten with duplicate
information from a text file, irrespective of whether this
parameter is 0 or 1. There are two types of block: the
setting that is a set of fields and check boxes (e.g. Account
Usage S/L, Account Usage P/L, Locking); and the setting
that is a series of rows (e.g. Payment Modes, VAT Codes).
String Type
Use the fifth parameter to specify the character set used in
the text file—
0
The text file contains characters belonging to a
single character set (e.g. ASCII, KOI-8R [Russian
Cyrillic], ISO-8859-1 [Western European]).
1
The text file contains Unicode characters.
If this parameter is 0 and if there is no “codepage” line at
the beginning of the file, the third parameter will determine
the codepage/character set.
By default, text files exported from an Enterprise by
HansaWorld database will contain Unicode characters.
You can change this by specifying a Default Export
Codepage in the Local Machine setting in the User
Settings module.
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Thousands Separator
The sixth parameter uses ASCII codes to tell the import
procedure what thousands separator you have used in the
text file. Typical values are—
0
No thousands separator
32
space
44
comma
45
hyphen
46
full stop
Escape Character The seventh parameter is not currently (version 7.1) used
by the import procedure. You should place a 0 (zero) in
this position as shown in the example at the beginning of
this section.
Date Separator
The eighth parameter will tell the import procedure what
date separator you have used in the text file. This
parameter should be the actual character, not the ASCII
code. Typical values are—
(blank)
System default (set in the Company Date and
Numeric Format setting in the System module)
/
/
.
.
-
-
Use the “codepage” line to name the character set that you have used in the text
file. This line should contain the appropriate value taken from the left-hand
column in the following table—
UTF-8
UTF-8 (Unicode)
ISO-8859-1
ISO 8859-1 (Western Europe)
ISO-8859-4
ISO 8859-4 (Baltic)
ISO-8859-5
ISO 8859-5 (Cyrillic)
ISO-8859-15
ISO 8859-15 (Western European with Euro sign)
US-ASCII
US ASCII
CP437
DOS CP 437 (US)
CP850
DOS CP 850 (Western Europe)
CP1250
Windows codepage 1250 (Central Europe)
CP1251
Windows codepage 1251 (Cyrillic)
CP1252
Windows codepage 1252 (Western Europe)
CP1257
Windows codepage 1257 (Baltic)
KOI8-R
KOI8-R (Cyrillic)
MACINTOSH
Apple Western Europe
ACE
Apple Central Europe
ACYR
Apple Cyrillic
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Generating Unique Numbers
If you are importing Quotations, Orders, Invoices, Purchase Invoices or
Transactions, the import file may already contain Quotation, Order, Invoice or
Transaction Numbers. However, you may want new numbers to be assigned to
each record as part of the import process. If so, enter “-99” in the import file in
the space where each Quotation, Order, Invoice, Purchase Invoice or
Transaction Number would otherwise appear. When each record is imported, it
will be given the next number in the relevant Number Series, as if you had
entered it yourself.
If you use this feature, take great care over the following two points—
i.
In the case of Invoices and Purchase Invoices, the Invoice Number is
determined by the Transaction Date, not the Invoice Date. The Invoice
Number will be the first unused number in the Number Series for the year or
other period in which the Transaction Date of the Invoice falls. Quotation
Numbers are determined by the Quotation Date, Order Numbers by the
Order Date and Transaction Numbers by the Transaction Date. Make sure
you include these dates for each record in your import file, otherwise the
imported records could be placed in the wrong number sequence.
ii.
Make sure there are sufficient unused numbers in the relevant Number
Series for the number of records that will be imported. If there are not
enough unused numbers in the relevant Number Series, some records will
not be given numbers at all.
Importing Information Automatically
It is possible to have information imported to your Enterprise by HansaWorld
database automatically. To use this feature, follow these steps—
1.
Make sure there is a folder or directory named ‘Import’ in the folder
containing the Enterprise by HansaWorld application. In multi-user systems,
this folder should be on the server.
2.
Open the Optional Features setting in the System module and choose the
Autoscan Import folder option.
3.
Restart your Enterprise by HansaWorld application. In multi-user systems,
you will need to restart the server application.
Having followed these steps, any file that you place in the ‘Import’ folder will be
imported automatically, usually within a few minutes. After being imported, the
file will be deleted. If you place more than one file in the ‘Import’ folder at the
same time, they will be imported in the alphabetical order of their filenames.
Unlike imports initiated using the Imports routine, an automatic import will take
place if more than user is logged in, but only providing none of them is
modifying a record or setting (i.e. providing no window is open with the title
‘Update’). The automatic import will wait for all changes to be saved or
cancelled. When the file is being imported, no users will be able to work, so you
may find it easier to import several small files periodically, rather than one large
file.
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If you have more than one Company, you can specify in the import file the
Company into which it is to be imported. To do this, the first lines in the text file
should be—
compnr
x
format
1
46
1
0
1
44
codepage UTF-8
where x is the position in the Company register of the Company into which the
information is to be imported. For example, if you have Companies with Codes
1, 3, 5, 7, 9 and x is 3, the information will be imported into Company Code 5 as
this is the third one in the list. “compnr” and x should be separated with a Tab,
and there should be at least one empty line between this one and the “format”
line.
Massive Cache
If you will be importing information regularly to your Enterprise by HansaWorld
database, you may find it advantageous to increase the cache size. Please refer
to page 123 above for details.
Maintenance
Maintenance functions allow you to carry out certain updating tasks, usually
involving batch processing. Examples include creating Purchase Orders from
Sales Orders, creating Invoices in batches or recalculating Price Lists.
To run a Maintenance function, click the [Routines] button in the Master Control
panel and then the [Maintenance] button in the ‘Routines’ window. A list window
will appear, from where you can choose the function you need by doubleclicking. The options in the list will vary, depending on the active module.
Illustrated below are the Maintenance functions in the Sales Orders module—
When you choose a function by double-clicking, a specification window will
appear, where you can decide how the function is to operate. Click [Run] to
operate the function.
Please refer to the manuals describing each module for details of each function.
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Registration
Use this routine to register your copy of Enterprise by HansaWorld. When you
click the [Registration] button in the ‘Routines’ window, the ‘Choose Your
Country: Inspect’ window described in step 2c in the ‘Automatic Internet
Enablers’ section above on page 67 opens. Please refer to that section for full
details. Note: to protect your registration details, the ‘Choose Your Country:
Inspect’ window will only open if the user clicking the [Registration] button has
access to the System or Technics modules. Access to these modules is
controlled using Access Groups, described below on page .
Passwords
You can set or change your password from the Master Control panel. Bring the
Master Control panel to the front using the Ctrl-M (Windows and Linux) or -M
(Mac OS X) keyboard shortcut, and then select ‘Change Password’ from the
Operations menu. Enter the old password if there is one and then type in the
new one twice to ensure that it is correct. Click [Save] to close the window and
save, or [Cancel] if you do not want to save changes. The password is casesensitive.
When you first used the old password, you may have specified that you wanted
Enterprise by HansaWorld to remember it so that you did not have to enter it
yourself each time you log in (as described above on page 40). If so, the first
time you use the new password, you will be asked once again if you want it to be
remembered. Please refer to the description of the ‘Stop Auto Login’ function
below on page 180 for more details.
In a single-user system, you can only set or change your password if a record
for you already exists in the Person register (i.e. you had to log in to Enterprise
by HansaWorld). If this is not the case, you must create such a record first:
please refer to page 281 below for details.
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Windows
In Enterprise by HansaWorld, you can work with several windows on the screen
at the same time. The window that is currently in use is known as the ‘active
window’. That is the uppermost window, where the title bar is not dimmed.
You can move the active window by dragging the title bar, and change its size
by dragging the size box in the bottom right-hand corner. Close the window by
clicking the close box or by pressing the Esc key on your keyboard. If you are
using Mac OS X, clicking the close box of a window while holding down the Alt
key will close all windows. In addition, you can save attributes such as size, sort
order and position for a particular window using the Window menu. The Window
menu is described below on page 187.
You can have up to 100 windows
open at the same time. It is
however a good habit to close a
window when it is no longer
needed. Too many open
windows
may
become
confusing.
!
There are seven types of window. For more details, please refer to the following
sections—
Browse windows
page 142
Record windows
page 145
Report windows
page 152
List windows
page 156
Specification windows
page 157
File Dialogue windows
page 158
Business Communicator window
page 159
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Browse Window
Browse windows are used to display lists of records. Clicking a register button in
the Master Control panel will open a browse window listing every record stored
in that register. In a browse window, you can search for a certain record and
select a specific record for processing. You can have several different browse
windows open at any time.
For example, if you click the [Contacts] button in the Master Control panel while
working in the CRM module, the window that opens is a browse window, entitled
‘Contacts: Browse’. This window lists all the Contacts in the register—
Limited
Access
buttons
Sort column
Communicate
button
Search
Web
tutorials
Operations
drop-down
menu
You can scroll through the list using the scroll bar on the right. You can scroll
down or up a screen at a time by selecting ‘Next’ or ‘Previous’ respectively from
the Record menu, or using the PgDn or PgUp keys.
You can change the sort order of the list. Click the heading of the column you
want to sort by, and the list will re-sort immediately. The heading of the column
will be coloured blue to show the selected sort order. If you click on the heading
a second time, the sort order will be reversed.
At the top of each browse window there is an area known as the Button Bar. This
contains a set of buttons—
This button only appears in some browse windows. Click it
to open the Operations drop-down menu. Highlight one or
more records in the list (hold down the Shift key while
clicking) and then choose a function from this menu. The
function will be applied to all highlighted records. The
contents of the Operations menu will vary depending on
the browse window. Full details of each function can be
found in the manuals describing each module.
[New]
Windows/Linux keyboard shortcut: Ctrl-N
Mac OS X keyboard shortcut: -N
Click this button to open a new blank record for data entry.
[Duplicate]
Windows/Linux keyboard shortcut: Ctrl-K
Mac OS X keyboard shortcut: -Y
If you need to create a new record that is a copy of one
that already exists, first find the earlier record in the list and
highlight it by clicking once. Then, click this button. A new
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record will be opened, a duplicate of that highlighted. In
many cases, the new record will contain the current date,
not the date of the copied record.
[Search]
Use the Search field and button (on the right of the Button
Bar) to find a particular record in the list. First, sort the list
by the column that you want to use for the search. In the
illustration above, for example, the list is sorted by No.
allowing you to search for a Transaction with a certain
Number. Then, type a letter, word, number, or date in the
Search field (there is no need to click in the field before
typing). Then press Enter or click [Search] (Mac OS X
users must press Enter). The first row with an exact match
in the sort column (or, if there is no exact match, with the
nearest match) will be highlighted. If you are not certain of
the exact spelling, use the * character as a wildcard. For
example, in the illustration shown above, if you want to find
The American Dream but are not sure if the name includes
“The”, sort the list by the Name column, type “*American”
in the Search field and press the Enter key. If the first
record found is not the one you want, press the Shift-Enter
key combination to search again.
If you want to view or modify an existing record, first find it using the Search
facility described above. Then, open it by double-clicking its line in the list, or by
selecting the line and pressing the Enter key.
!
It is not possible to delete a
record directly from the browse
window. You must open the
record first.
Some browse windows have three extra buttons in the centre of their Button
Bars. You can use these buttons if the Limited Access module is present (i.e. if
you are using the Limited Access option in the Configuration setting in the
System module), as follows (Windows buttons illustrated on the left, Mac OS X
on the right)—
Lists all records in the register.
Lists records belonging to members of the same Sales
Group as the current user (i.e. records whose Sales Group
is the same as that of the current user).
Lists records belonging to the current user (i.e. records
whose Person field contains the Signature of the current
user).
You can use the Person register to prevent a user from seeing every record in
the register by restricting their view to their own records or to those of their Sales
Group. This feature and Sales Groups are both described in the ‘System
Module’ manual.
Finally, some browse windows also have a [Communicate] button in the centre
of their Button Bars—
This button will appear if the browse window belongs to a register such as the
Activity, Invoice and Contact registers where you may need to communicate with
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a Contact (e.g. with the Contact quoted in an Activity or Invoice). Please refer to
the ‘Business Communicator Window’ section below on page 159 for details.
Browse windows in the Mac OS X version of Enterprise by HansaWorld contain
some additional features—
Adjusting Columns Drag the column headings to change the order of the
columns.
To remove a column from a browse window, open the
drawer by clicking the
button in the top right-hand
corner of the window. The Drawer opens—
Remove the tick () from a check box to remove the
corresponding column from the browse window.
Colour Coding
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Invoices in the ‘Invoices: Browse’ window are colour
coded—
(no colour)
Invoices not yet due for payment
red
Invoices that are overdue for payment
green
Invoices that are fully paid or credited
Chapter 2: Working Environment - Windows - Record Window
Record Window
You will use record windows to enter, view and edit individual records. The
heading may read ‘New’, ‘Inspect’, ‘Update’ or ‘Deleting’, depending on the
circumstance. All data entry will be made in windows of this type.
A record window will be opened when you open a specific record from a browse
window by double-clicking, and when you create a new record. Below is the
window that will be opened when you double-click a row in the ‘Orders: Browse’
window.
The record window is where you enter or edit information. Note that certain fields
will only accept numbers or uppercase letters, while others cannot be changed
at all. In some cases, all characters will be converted to uppercase
automatically.
Use the Return, Tab or arrow keys to move from field to field. The Return key
moves the cursor to the next editable field, while the arrow keys move to the next
field, whether it can be changed or not. You can also use the mouse to click
directly in a field to enter or change its data. When you click in a field, its
contents will be highlighted, and the contents will be replaced as soon as you
start typing. If you click twice in the same field, the insertion point will be placed
at the point where you click, allowing you to enter or delete characters at that
point.
Some record windows, such as the one in the illustration, are divided into two
sections: the top half shows details of the parent record (in this case, an Invoice)
and the lower half contains the individual items (or rows) that are listed on that
Invoice.
Sometimes a record window contains more information than can be shown on
screen at once. If this is the case, there will be a series of tabs (marked ‘Terms’,
‘Items’, ‘Currency’, etc in the example of the Invoice illustrated above) that you
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can click to see more pages of information about the parent record. There may
also be a series of flips (marked ‘A’, ‘B’, ‘C’, etc) that you can click to see more
information for the rows.
Button Bar
At the top of each record window there is an area known as the Button Bar. This
contains a set of buttons—
Windows/Linux keyboard shortcuts: PgUp and PgDn
Mac OS X keyboard shortcuts: -- and -+
These are the [Previous Record] and [Next Record]
buttons. On the left are the Windows versions, on the right
are the Mac OS X versions. The left-hand button of each
pair is the [Previous Record] button.
Use these buttons to move from record to record. Once
you have opened a record from a list in a browse window,
click the [Next Record] button to move to the next record in
that list. At the same time everything you may have
changed in the record you are leaving will be saved. If you
want to cancel the changes, close the record window with
the close box or press the [Cancel] button on the right of
the Button Bar. Similarly, clicking the [Previous Record]
button will open the previous record in the list.
These buttons have the same effect as selecting ‘Previous’
and ‘Next’ from the Record menu.
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This button appears in many record windows, such as
those for Invoices and Orders. Click it to open the
Operations drop-down menu.
The Operations menu contains different functions
depending on the window. For the Order record, the
following menu items are available—
For example, ‘Item Status’ shows the stock position of the
Item in the Order row containing the cursor. ‘Create
Delivery’ and ‘Create Invoice’ allow you to continue with the
sales process from the Order, and ‘Order Status’ opens a
window containing a summary of the status of the Order,
listing Deliveries, Invoices and any other connected
records.
Full details of each Operations menu function can be found
in the manuals describing each module.
Windows/Linux keyboard shortcut: Ctrl-P
Mac OS X keyboard shortcut: -P
Click this Printer icon to print the current record. The Printer
icon will only appear in the Button Bar when the record
window contains a record that can be printed, e.g. an
Invoice or Purchase Order. The ‘Print’ command on the File
menu has the same function.
The record will be printed using a Form that you specify
using the ‘Define Document’ function for the document in
question. Please refer to the description of this function
above on page 126 for details.
When you start a printout, it will print directly on your
selected printer.
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Windows/Linux keyboard shortcut: Ctrl-Shift-P
Mac OS X keyboard shortcut: -Shift-P
Clicking the Preview icon will cause the current record to
be printed to screen in a new window. This will allow you to
see what it will look like when you print it on a printer by
clicking the Printer icon immediately to the left.
In some record windows, such as those for Activities,
Invoices and Contacts, there is a [Communicate] button in
the Button Bar. If you need to call the Contact quoted in
the Activity or Invoice or whose Contact record you are
viewing, click this button. Please refer to the ‘Business
Communicator Window’ section below on page 159 for
details.
[New]
Windows/Linux keyboard shortcut: Ctrl-N
Mac OS X keyboard shortcut: -N
Click this button to save the current record and to close it.
A new blank record will then be opened for data entry.
[Duplicate]
Windows/Linux keyboard shortcut: Ctrl-K
Mac OS X keyboard shortcut: -Y
Click this button to save the current record and to create a
copy of it. The original record will be closed and the new
copy opened. In many cases, the new record will contain
the current date, not the date of the copied record.
[Cancel]
If you have not saved the current record (i.e. the window
title is ‘New’), click this button to cancel the data entry
process and to close the record window. The record will
not be saved. If you have previously saved the current
record (i.e. the window title is ‘Update’), click this button to
discard all changes made since it was last saved. In this
case, the record window will not be closed.
[Save]
Windows/Linux keyboard shortcut: Shift-Enter
Mac OS X keyboard shortcut: Shift-Enter
This button saves all changes to the current record but
does not close it.
Paste Special
When you enter a new record, you will frequently need to refer to another register
or setting. For example, when you enter an Invoice, specifying a Customer
Number will bring information about the relevant Customer in from the Contact
register (e.g. the name and address of the Customer), while specifying a
Payment Term brings information in from the Payment Terms setting. Using the
‘Paste Special’ command, you can find out the information you require from a
selection list quickly and easily (e.g. you can easily choose the correct Customer
or Payment Term). Pressing Ctrl-Return or Ctrl-Enter in a field activates the
‘Paste Special’ feature. Mac OS X users can press -Return or -Enter, and
iOS and Android users can tap the > icon on the right of the field. The example
on the next page shows pasting a Customer Number into an Invoice.
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With the cursor placed in the Customer field, press the Ctrl-Enter (Windows and
Linux) or  -Enter (Mac OS X) key combination. A new window will open,
showing the contents of the register or setting from which you can select a
record (in this case, the window will list Customers in the Contact register). This
window is similar to a browse window in its behaviour, so you can sort the list by
clicking any of the column headings and use the Search field to find the record
you are looking for (using the * wildcard if necessary).
Select the Customer you want by double-clicking or by highlighting and pressing
Enter. The Customer Number and other details are transferred to the Invoice
screen.
You can make the ‘Paste Special’ feature more powerful by saving the sort order
of the ‘Paste Special’ list. For example, whenever you need to choose a
Customer, you will probably know its Name but not its Number. The first time
you use the ‘Paste Special’ feature to choose a Customer, sort the list by Name
and then select ‘Save Normal Position’ (Windows and Linux)/‘Save Position’
(Mac OS X) from the Window menu. From now on, the list will be sorted by
Name when it opens. Now you can type the first few characters of the Customer
Name in a Customer field and then press Ctrl-Enter or -Enter. When the ‘Paste
Special’ list opens, the highlighted Customer will be the first one to match the
typed characters. If this is the correct one, all you need do is press the Enter key
and carry on typing without interruption. In the example shown below, we typed
“OSLO” into the Customer Number field of an Invoice and then pressed CtrlEnter. The ‘Paste Special’ list opens, with the first Customer whose name begins
with “OSLO” highlighted.
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If the record you are looking for does not exist and so is not shown in the ‘Paste
Special’ list, you can often enter it on the fly. In the ‘Paste Special’ window, click
the [New] or [Duplicate] buttons as appropriate (or use the relevant keyboard
shortcuts, Ctrl-N/-N and Ctrl-K/-Y respectively). A new Customer screen (in
this example) is shown. Enter the new Customer, click [Save] and the new
record is saved. At the same time, the Customer Number is entered in the
Invoice.
If you are entering an Invoice and realise that your information about the
Customer is out of date (they might have changed their address or telephone
number, for example), highlight the Customer in the ‘Paste Special’ window and
press F2 (Windows and Linux) or -Shift-V (Mac OS X). The Customer record
will be opened, allowing you to make the necessary changes. You can also do
this if you have already entered the Customer Number in the Invoice. With the
cursor in the Customer Number field, press F2 or -Shift-V. This feature is
available from most fields with a ‘Paste Special’ link.
You can control whether individual users can use the F2/-Shift-V feature and
create records on the fly using the Access Groups setting in the System module
(described in the ‘System Module’ manual).
You can use ‘Paste Special’ when you are in a date field. When you press CtrlEnter or -Enter, the ‘Paste Date’ window opens—
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The current date is marked with a square and a highlight. Press the Enter or
Return key (or double-click) to bring the current date into the date field. If you
need a different date, use the arrow keys to move the highlight to the date you
need—
Use the PgUp and PgDn keys or the buttons in the top left-hand corner of the
‘Paste Date’ window to change to a different month.
If dashes appear instead of Week Numbers in the ‘Paste Date’ window, the
probable cause is that there is no record in the Weeks setting in the System
module, or the record that is there is incomplete. Please refer to the description
of the Weeks setting in the ‘System Module’ manual for details.
You can also use ‘Paste Special’ when you are in a time field. Simply press CtrlEnter or -Enter and the current time will be entered straight away.
Drag and Drop
You can also drag and drop records from a browse window or ‘Paste Special’
list onto the record window of a particular record. For example, you can drag a
Customer Number from the ‘Contacts: Browse’ or the ‘Paste Customer’ window
into an Order or Invoice. With both the ‘Contacts: Browse’ and ‘Invoice: New’
windows open, find the correct Customer in the list, click on the Customer
Number and drag it to the Customer Number field of the Invoice. You can add
Items and information from settings such as Payment Terms to Invoices, Orders
and other transactions in the same manner. In the case of Items, you can open
the ‘Items: Browse’ or the ‘Paste Item’ window and select a range of Items by
clicking while holding down the Shift key. Then, drag them to the Item field in the
first empty Invoice row.
In certain circumstances, you can also create records by dragging and
dropping. For example, you can drag an Order from the ‘Orders: Browse’
window to the ‘Deliveries: Browse’ window to create a Delivery for all the Items
on the Order. Once you have approved that Delivery, you can then drag the
Order from the ‘Orders: Browse’ window to the ‘Invoices: Browse’ window to
create an Invoice for all delivered Items.
You can also copy lists from spreadsheets or word processing documents. For
example, you can copy a list of Item Numbers from a spreadsheet and paste it
in the Item field in the first empty Invoice or Order row. All appropriate Item
Descriptions, Prices, etc will be brought it automatically. Similarly you can copy a
list of Invoice Numbers from a spreadsheet and paste it in a Receipt or Payment.
If you have several Companies, you can transfer information from one Company
to another by dragging and dropping between browse windows. For example,
when you create a new Company, you can drag all the Accounts from the
‘Accounts: Browse’ window of an existing Company to that of the new
Company. This makes it easy to transfer basic information to the new Company.
If you transfer approved accounting transactions of any kind using this method,
they will appear as unapproved transactions in the new Company. An approved
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transaction is one from the Sales Ledger, Purchase Ledger or Stock module that
has been posted to the Nominal Ledger.
Attachments
In the top right-hand corner of every record window, there is an [Attachments]
button. This can take one of two forms—
This button allows you to connect files, notes or other records to any record in
Enterprise by HansaWorld. These connected objects are known as
“Attachments”. Please refer to the section below on page 197 entitled
‘Attachments and Personal Desktop’ for full details.
Report Window
Report windows are used to display the reports you print to the screen. Below
we show an example of a report from the Nominal Ledger module. You can
scroll up and down in the window, and search for information in the report.
Below the Button Bar there is a report header, which shows the name of the
report and the selection on which it is based. This is important information, since
you can produce every report using different selections.
Below this is the report itself, always shown to its full width in its own resizeable
window. You can scroll up and down through the report using the scroll bar on
the right-hand side or using the PgDn, PgUp, Home and End keys on the
keyboard.
Since each report is shown in its own window, you can print several reports to
screen at the same time, totally independently. This gives Enterprise by
HansaWorld an unmatched reporting power. You can for example show two
versions of the Balance Sheet simultaneously, in two different windows. In one
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you might show the result without simulated transactions and in the other with
simulations. You can easily extract information from Enterprise by HansaWorld
that would require some complicated manoeuvring to obtain from other
accounting systems.
There is no practical limit to the number of reports that you can print to screen
simultaneously, and you can freely mix reports from the different modules. Since
windows in Enterprise by HansaWorld are completely independent, you can mix
report windows with record windows and lists from different parts of the system.
In the following picture we show an example where four reports from the
Nominal Ledger and Sales Ledger are shown at the same time.
Printouts
If you print a report to screen, you can then print it to paper by clicking the
Printer icon in the Button Bar of the window containing the report. The page
format is set in advance for each report so that the report will fit in a portrait or
landscape page.
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Searching in Reports
Another useful function built in to every report in Enterprise by HansaWorld when
you print to screen is the ability to search for a text string in a report. The search
string can contain any sequence of letters and digits occurring in the report.
In this example you might want to search for the Nominal Ledger Transaction
resulting from Invoice 960054. Enter “960054” into the Search field on the right
of the Button Bar and press the Enter key. The first text string in the report that
matches the search string will be highlighted. Press the Enter key again to find
the next match.
Recalculating Reports
While a report is on screen, it may be that you change one or more of the
records that contribute to the calculations. If so, you can easily update the report
without closing and recreating it. Simply bring the report window to the front and
select the ‘Recalculate’ command from the Operations menu (or use the CtrlShift-R/-Shift-R keyboard shortcut). This will update the report, using the same
specifications. If you want to produce an updated version of the report using
different specifications (e.g. you want to change the report period), select
‘Reopen Report Specification’ from the Operations menu (or use the Ctrl-ShiftE/-Shift-E keyboard shortcut).
Drill-down
Many reports include a drill-down feature when you print them to screen. For
example, when you have a Profit & Loss statement on the screen, you can click
on any Account Number in the report. Subject to you having the necessary
access rights, the Nominal Ledger report for the same selection and period will
be opened in a separate window, listing the Transactions that contribute to the
Account balance on the Profit & Loss statement. If you then click on one of the
Transaction numbers in the Nominal Ledger report, the Transaction record will
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open, showing all the details recorded for the event. This example is illustrated
below—
Text with the drill-down feature is shown underlined in a screen report.
Attaching Reports to Records and the Personal Desktop
The Button Bar of the report window contains an [Attachments] button that
allows you to attach a report to a record or to the Personal Desktop. Please refer
to the ‘Attachments and Personal Desktop’ section below on page 197 for
details.
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List Window
The list window is used whenever you need to choose from a list of options,
usually after you select the ‘Settings’, ‘Maintenance’, ‘Reports’ and ‘Documents’
functions. Double-click your choice in the list, or click it once with the mouse and
then press the Return or Enter key.
You can use the scroll bar to find the item that you want, or you can navigate to
and select an option using the keyboard if you so prefer. Type the first few
characters of the name of the option you want and then press the Enter or
Return key twice to confirm your choice. For example, referring to the example
illustrated below and assuming ‘Contact List’ is the item you want, type “co” and
then press the Enter or Return key to highlight ‘Contact List’. Press the Enter key
again to activate the report. You can also use the arrow keys on your keyboard
to help with navigation.
When the list window contains a list of documents, it will also contain an
Operations menu allowing you to assign a Form to each document (the Form
contains the design that will be printed). This is described above on page 126.
The following example shows the list window from where you can choose a
report in the Sales Ledger module.
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Specification Window
Specification windows allow you to specify the contents of a report or document,
or how a Maintenance function is to operate. A specification window will usually
appear after you have selected an option in a list window. Once you have
entered the report criteria or specified how the Maintenance function is to
behave, click [Run]. The example below shows the specification window for the
Transaction Journal report.
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File Dialogue Window
Enterprise by HansaWorld uses the standard Windows, Linux or Mac OS X file
dialogue window when it requires you to select a file for import, or to give a file
name to an export file.
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Business Communicator Window
The ‘Business Communicator’ window allows you to communicate with any
Contact (both external and internal) using any method (e.g. telephone, mobile,
Skype, SIP, email, text SMS and the chat feature built in to Enterprise by
HansaWorld).
To open the ‘Business Communicator’ window, click the [Communicate] button
in the Master Control panel—
This button can also be found in record and browse windows belonging to
registers such as Activities, Invoices and Contacts where you may need to
communicate with a Contact (e.g. with the Contact quoted in an Activity or
Invoice). Clicking the button here will open the ‘Business Communicator’ window
with the relevant Contact’s telephone and mobile numbers, Skype Name, email
address and so on shown in the Contact Methods list, ready for you to open
communications.
Current (open) calls
(“Call List”)
Contacts
(“Contact List”)
Choose Address
Book
Contact Methods for the
Contact selected on the left
(“Contact Method List’)
The ‘Business Communicator’ window contains the following sections—
The Contact List
This is a list of the records in the Contact register in your
current Company.
As with all lists of records in Enterprise by HansaWorld, you
can scroll through the list using the scroll bar on the right,
and you can sort the list by clicking a column heading. By
default, the list is sorted by Contact Name.
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Use the Search field and button (above the Contact list) to
find a particular Contact in the list. First, sort the list by the
column that you want to use for the search. In the
illustration above, for example, the list is sorted by Name
allowing you to search for a particular Contact Name.
Then, type the first few characters of the Name in the
Search field (there is no need to click in the field before
typing). Then press Enter or click [Search]. The first exact
match (or, if there is no exact match, the nearest match)
will be highlighted. If you are not certain of the exact
spelling, use the * character as a wildcard. For example, in
the illustration shown above, if you want to find a Contact
named Giacomelli but are not sure of their first name, sort
the list by the Name column, type “*Giacomelli” in the
Search field and press the Enter key. If the first record
found is not the one you want, press the Shift-Enter key
combination to search again.
By default, the list shows every record in the Contact
register. You can restrict the list so that it only shows your
Personal Contacts. To do this, click the button marked
‘Company’, hold down the mouse, and choose the
‘Personal’ option. The button text will change to ‘Personal’.
Repeat the procedure to change the list back to showing
every record. A Personal Contact is one where you are the
Salesman, or one with your Signature in the Address
Books field (on the ‘User Defined’ card). The Address
Books field can contain the Signatures of more than one
Person, separated by commas, so a Contact can be the
Personal Contact of more than one Person.
To create a new Contact, click the [New] button above the
list. The ‘Contact: New’ window will open, allowing you to
enter the details of the new Contact. By default, the new
Contact will be marked as a Customer. To edit an existing
Contact, double-click their name in the list. Please refer to
the ‘Customers, Suppliers and Contact Persons’ manual
for full details about creating and editing Contacts.
To communicate with a Contact, click their name once in
the list. The available communication methods (telephone
and mobile numbers, Skype names, etc.) will be shown in
the Contact Method list, described below.
The Call List
The Call list in the lower left-hand corner of the ‘Business
Communicator’ window shows the open calls being made
by everyone in your Enterprise by HansaWorld system.
This same list is shown on every client. This list will help
you manage calls as you will easily be able to see whether
a Person is already engaged before transferring a call to
them or inviting them to a conference call. You can also
interrupt another Person’s call by highlighting it in the list
and then clicking the [Hold] or [Hang Up] buttons.
The Contact Method List
To communicate with a Contact, click their name once in
the Contact list. The available communication methods
(telephone and mobile numbers, Skype names, etc.) will
be shown in the Contact Method list. Choose a
communication method by clicking, and then click the
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appropriate button below. The various communications
methods are described below.
In the cases of Skype, Asterisk, Switchboard and Mobile
calls, when a call is established (i.e. when the Contact
answers your call and when you answer an incoming call),
a new Activity will be opened, allowing you to record the
details of the conversation immediately, thus adding the
call to the Contact’s call history. When the call ends, click
the [End Activity] button in the Activity: this will bring an
End Time and Cost (Time) in to the Activity and will also
save the Activity. Activities are described in the ‘CRM’
manual.
If you have more than one Company in your database, the
new Activity will usually be created in the Company in
which you are currently working. The exception is when you
have a Global User record in which a Main CRM Company
has been specified, in which case the Activity will be
created in the Main CRM Company (you must also be
working in your Main CRM Company for the Activity to be
created). Please refer to page 294 below for details about
Global Users.
For more details about each communication method, please refer to the
following sections—
Skype
page 162
Asterisk
page 162
TAPI (Microsoft Telephony API)
page 168
Mobile Phone
page 173
Text (SMS) Messages
page 174
Email
page 175
Managing Calls
page 175
Communicating with other Users in your Enterprise by HansaWorld system
page 176
Maps showing Contact Locations
page 176
Contact Numbers
page 177
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Skype
To call a Contact using Skype, first open the ‘Business Communicator’ window
as described above on page 159. Click on the Contact in the Contact list and
then—
•
To make a Skype-to-Skype call, click on their Skype Name in the Contact
Method list and then click the [Skype] button.
•
To make a SkypeOut call, click on their telephone or mobile number in the
Contact Method list (or enter a number in the Dial field) and then click the
[Skype] button.
•
To open the Skype Chat window, click on their Skype Name in the Contact
Method list and then click the [Chat] button.
You can end Skype-to-Skype and SkypeOut calls either in the Skype application
itself or by clicking on the call in the Call list in the ‘Business Communicator’
window and then clicking the [Hang up] button.
You can use the [Skype] button to answer an incoming Skype-to-Skype call, as
well as doing so in Skype itself. If you already have an open call, it will be put on
hold when you click the [Skype] button to answer the new call.
Communication using Skype requires the following—
•
The Skype application must be running.
•
You must have allowed Enterprise by HansaWorld to use Skype. This is
described in the ‘Interaction with Skype’ section above on page 46.
•
To make a SkypeOut call, you must have Skype credits.
•
When you make a SkypeOut call, the format of the number you are calling
must be as described in the ‘Contact Numbers’ section below on page 177.
•
You should have a record in the Contact register containing your Skype user
name.
Connect this Contact record to your Person or Global User record using the
Contact Code field on the ‘Access’ card. Please refer to the following pages
below for more details about this process: 286 (Named Users); 291
(Concurrent Users); or 294 (Global Users).
Asterisk
Asterisk is switchboard software that runs on computers using Linux and other
operating systems. It is an open-source software project that is available for
anybody to download and install without charge. It supports the SIP standard for
connecting to IP-based telephones (e.g. softphones such as EyeBeam and XLite, hardphones from Cisco and other vendors, Nokia E-series cellphones with
built-in SIP softphone etc.). Enterprise by HansaWorld integrates with the
Asterisk switchboard, not the actual telephone.
To call a Contact through an Asterisk-based switchboard, first open the
‘Business Communicator’ window as described above on page 159. Click on
the Contact in the Contact list and then click on their telephone or mobile
number in the Contact Method list (you cannot call a SIP address using
Asterisk). Alternatively, enter a telephone number in the Dial field. Then, click the
[Asterisk] button.
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A call will be established between you and the Contact. First, your SIP client
(softphone (e.g. EyeBeam, X-Lite) or hardphone) will ring. When you answer, the
Contact’s telephone will ring.
You cannot use the [Asterisk] button to answer an incoming Asterisk call. You
can only do this using your soft- or hardphone.
Communication through an Asterisk-based switchboard requires the following—
•
You must have configured your Enterprise by HansaWorld database to
communicate through an Asterisk-based switchboard, as described
immediately below.
•
You must have a softphone application (e.g. EyeBeam, X-Lite) running and
logged in to your Asterisk server, or a hardphone (e.g. USB telephone)
correctly connected and logged in.
To configure your Enterprise by HansaWorld database to communicate through
an Asterisk-based switchboard, follow these steps—
1.
Ensure the Asterisk Management Interface has been enabled on your
Asterisk server, and that a context named “HansaWorld” has been
configured.
2.
Log in to your Enterprise by HansaWorld system as a system administrator
with access to the Technics module, as described below on page 286.
3.
Open the Configuration setting in the System module and make sure that
the Asterisk Gateway option on the ‘Technical’ card is checked.
4.
Open the PBX Connections setting in the Technics module and create a
new record—
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Enter the following details to allow your Enterprise by HansaWorld server to
log in to your Asterisk server(s) automatically—
Code
Enter a unique code for the PBX Connection record.
Type
Paste Special
Choices of possible entries
Choose the relevant version of your Asterisk server using
‘Paste Special’.
Host
Enter the address of the Asterisk server. This can be its IP
address or its domain name (e.g. sip.companyname.com).
Port
Enter the port number used by the Asterisk Management
Interface on the Asterisk server. Quite often, this will be
5038.
Username, Password
Enter the login details of the administrator account for the
Asterisk Management Interface. This account needs to
have sufficient access to be able to monitor what’s
happening on the server, and to be able to “originate”
calls.
Save the PBX Connection record and then restart the Enterprise by
HansaWorld server application. After restarting, it will connect to the Asterisk
server(s).
5.
For each member of staff, create records in the Contact register containing
their SIP user names.
The format of these user names must follow the model you used in the Host
field in the PBX Connection record in step 3. For example, if you entered the
domain name of the Asterisk server in the Host field, each user name
should use the format username@sip.companyname.com. If you entered
the server’s IP address in the Host field, include the IP address in each user
name instead of the domain name (e.g. username@123.123.123.123).
The user names must be registered in the relevant Asterisk server.
The Contact records should also contain extension numbers that other
members of staff can call within the Asterisk server.
Connect these Contact records to the relevant Person or Global User
records using the Contact Code field on the ‘Access’ card. Please refer to
the following pages below for more details about this process: 286 (Named
Users); 291 (Concurrent Users); or 294 (Global Users).
If the SIP user name is changed in a Contact record, the relevant member of
staff should log out of Enterprise by HansaWorld and log in again for the
change to take effect.
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6.
The next step is to ensure incoming calls can be identified correctly so that
they can be matched to numbers that are already in the database. For this
matching process to be successful, the format of the originating telephone
or mobile numbers of incoming calls must be the same as that of numbers
in the database. Follow these steps—
i.
Log in again as a system administrator with access to the Technics
module, open the record in the PBX Connections setting and go to the
‘Location Settings’ card—
Enterprise by HansaWorld will use the information in these fields to identify
the originating telephone numbers of each incoming call made to each
Asterisk server. After identification, it will use the Normalized Phone
Numbers setting (step iii below) to attempt to match the telephone number
to a record in the Contact register, and to open an Activity for that Contact.
International Dial Prefix
Specify the international dialling code that must be dialled
from the country where the Asterisk server is located. In
Europe, this will be 00.
Country Code
Specify the country code of the country where the Asterisk
server is located. For example, if the Asterisk server is
located in the UK, this will be 44.
Default Area Code Specify the local area code of the area where the Asterisk
server is located. This is only required in countries where
you do not need to dial the area code when you are calling
numbers in the same area. This is the case in the UK and
Sweden.
Skip Digit for International Calls
If the Asterisk server is located in a country where the first
digit of telephone numbers is not dialled by incoming
international callers, specify that digit here. For example, if
the Asterisk server is located in the UK, this will be 0.
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For example, if the Asterisk server is in London and receives a call from
the London number 3222 1234, the effect of these fields will be to add
the international dialling prefix, the country code and the area code less
skip digit to produce 00442032221234. If it receives a call from the
Reading number 0118 222 1234, the effect of these fields will be to add
the international dialling prefix and the country code and to remove the
skip digit, producing 00441182221234.
ii.
Having ensured that incoming numbers all use the same format, you
should now ensure the Contact numbers in the database also use the
same format, so that they can be matched up. To do this, you will use
the Telephony Settings setting.
Note that records in the PBX Connections setting are stored in
Company 0, a partition of the database that stores information at
database level (i.e. information that is available to every Company).
Connecting to an Asterisk server and receiving and identifying
incoming calls from that server are database level operations. This
means you only need configure dialling information in the PBX
Connections setting once, and you can do so working in any
Company. However, if you have more than one Company, you will
need to configure the Telephony Settings setting separately in every
Company. This allows for the possibility that different Companies might
represent departments in different parts of the country (with different
area codes) or even in different countries.
In each Company, open the Telephony Settings setting in the CRM
module—
In configuring the Telephony Settings setting, bear in mind the
telephone and mobile numbers that are already in the database, and
also think about how users will enter telephone and mobile numbers in
the future. For example, numbers local to the Company may have been
entered without area codes. So, while the location of the Asterisk server
will determine what you entered in the SIP Servers setting, the location
of the Company will determine the country and area codes here.
Do not include the Skip Digit in the Default Area Code. For example, if
the area code is 020 for London or 0118 for Reading, enter 20 (as
shown in the illustration) or 118 respectively.
iii.
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If you already have Contacts in your database, you should now ensure
that their telephone and mobile numbers are in the correct format. You
can do this by running the ‘Rebuild Number Recognition Register’
Maintenance function. This will not change the numbers in the Contact
records themselves. Instead, it will use the Telephony Settings setting
to convert all numbers to the correct format and save them in a central
setting in Company 0 known as the Normalized Phone Numbers
setting.
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To run this function, ensure you are in the CRM module, click the
[Routines] button in the Master Control panel and then the
[Maintenance] button in the ‘Routines’ window. Double-click ‘Rebuild
Number Recognition Register’ in the subsequent list. The following
window appears—
Choose the Erase and Update option and click the [Run] button. All
numbers (i.e. telephone, mobile, alt phone and fax numbers) in the
Contact register will be converted to the correct format and saved in
the Normalized Phone Numbers setting. Skype Names will also be
saved in the setting, but without any processing. You can open the
setting from the CRM module if you need to see its contents—
If a Contact for example has the London number 020 3222 1234 in the
Contact register, the effect of the Maintenance function will be to add
the international dialling prefix, the country code and the area code less
skip digit to produce 00442032221234. This will match the incoming
number described above in step 5 i. When you receive an incoming
call from this number, Enterprise by HansaWorld will find it in the
Normalized Phone Numbers setting and match it to a record in the
Contact register using the Contact Number. The Contact Name will
then be shown in the Call list in the ‘Business Communicator’ window.
When you answer the call, a new Activity will be created with the correct
Contact Number and Name.
You only need run the ‘Rebuild Number Recognition Register’ function
once, to make sure the Normalized Phone Numbers setting contains
numbers for the Contacts already in your database. As you add new
records to the Contact register or modify existing ones, the Normalized
Phone Numbers setting will be updated automatically. However, if you
make a change in the Telephony Settings setting or to the dialling
information in the relevant record in the PBX Connections setting, you
should run the ‘Rebuild Number Recognition Register’ function again.
This will update the format of the records already in the Normalized
Phone Numbers setting.
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If you have more than one Company in your database, you need to
configure the Telephony Settings setting separately in each Company,
but you only need run the ‘Rebuild Number Recognition Register’
function once, from any Company. All numbers in every Company will
be reformatted and copied to the Normalized Phone Numbers setting.
iv.
Periodically, you should use the List Invalid Phone Numbers report in
the CRM module to list telephone and mobile numbers containing
illegal characters. If you print the report to screen, you can drill down to
each Contact to make the correction. You should do this separately in
each Company.
TAPI (Microsoft Telephony API)
The TAPI gateway allows Enterprise by HansaWorld to connect to a switchboard
via the Microsoft Telephony API (TAPI).
To call a Contact using this method, first open the ‘Business Communicator’
window as described above on page 159. Click on the Contact in the Contact
list and then click on their telephone or mobile number in the Contact Method
list. Alternatively, enter a number in the Dial field. Then, click the [Switchboard]
button. The number must be one that can be understood by the switchboard: for
example, if you need to dial 9 to get an outside line, include 9 in the number.
This means including 9 in every telephone and mobile number in the Contact
register.
A call will be established between you and the Contact. First, your telephone (i.e.
the telephone with the extension number in your Contact record) will ring. When
you answer, the Contact’s telephone will ring.
Communication through a switchboard via TAPI requires a HansaWorld TAPI
software gateway, which must be on a Windows computer. This can be your
Enterprise by HansaWorld server (an “internal” gateway) or a separate machine
(an “external” gateway). This computer will usually need to be connected to the
switchboard by a USB or RS232 cable, although some switchboards support
TCP/IP connections. The switchboard must have “TAPI 2.1 (or later) with thirdparty support” enabled. This will allow the TAPI gateway to initiate new calls and
monitor existing ones for every extension. Without third-party support, the
gateway would only be able to do this for one specific user.
The provider of your switchboard will have supplied a TAPI Telephone Service
Provider (driver) that must be installed on the internal or external gateway
machine. To install this new driver and to see those already installed, open the
Phone and Modem Options control panel in Windows and go to the ‘Advanced’
card.
To use an internal gateway, your server must be a Windows machine. To
configure the gateway, follow these steps—
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1.
Log in to your Enterprise by HansaWorld system as a system administrator
with access to the Technics module, as described below on page 286.
2.
Open the TAPI Gateway setting in the Technics module—
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In the TAPI Service Provider field, use ‘Paste Special’ to specify the service
provider of your TAPI service. ‘Paste Special’ will list the Telephone Service
Providers (drivers) installed in Windows. If your TAPI driver is not included in
the ‘Paste Special’ list, the probable reason is that “TAPI 2.1 (or later) with
third-party support” has not been enabled on your switchboard.
Alternatively, the driver might not be supported by the switchboard. Please
refer to the provider of your switchboard for more assistance.
Leave the Username and Password empty.
3.
Open the Configuration setting in the System module and make sure that
the TAPI Gateway option on the ‘Technical’ card is checked.
4.
Restart the server.
5.
Create records in the Contact register for each member of staff, with the
Extension field in each one containing the relevant extension number.
Connect these Contact records to the relevant Person or Global User
records using the Contact Code field on the ‘Access’ card. Please refer to
the following pages below for more details about this process: 286 (Named
Users); 291 (Concurrent Users); or 294 (Global Users).
If you will use an external gateway, the gateway machine must be a Windows
machine that is able to connect to your main data server. It is not necessary for
the gateway machine to have an interface. The following configuration options
are available—
•
If the gateway machine has a graphical interface and is accessible, you can
install both the GUI and “slave” versions of the application in the same
folder on the gateway. Use the GUI application to carry out the configuration
work. When this is complete, close the GUI application and start the slave
application. Because both applications are in the same folder, they will both
automatically open the same database.
•
If the gateway machine does not have a graphical interface and/or is not
accessible (e.g. it is in a different building), you should install the “slave”
version of the application on it through a remote desktop connection. Use
the GUI application on a local client machine to carry out the configuration
work. When this is complete, copy the database (named “HANSA.HDB”) to
the folder on the gateway containing the slave application. Then, remove
the database from the local client machine or at least move it out of the
folder containing the GUI application. This will prevent the possibility of
saving data in the wrong database. Finally, start the slave application on the
gateway remotely.
The slave version of the application is a client that does not have an interface.
You can control it using a command line interface. It is included in the Enterprise
by HansaWorld server installer package, so run this installer on the machine
where the slave is needed.
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In more detail, follow these steps to configure an external gateway—
i.
Log in to your main Enterprise by HansaWorld system. If you have several
Companies in your database, log in to the first Company.
ii.
Go to the System module and create an Access Group that only has Full
access to the TAPI Gateway module—
Access Groups are described in more detail below on page 281.
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iii.
Remaining in the System module, create a record in the Person register (i.e.
a User Account) that will allow the external gateway to log in. This Person
should belong to the Access Group that you created in the previous step,
and the Start Access Level should be No Access—
It is recommended that you select Password Never Expires for this Person.
If you have used the Password Security setting in the System module to
enforce periodic password changes, you will also need to change the
password for the gateway user periodically. However, as the gateway user
does not have access to the Technics module, it will not be possible to
change the password in the TAPI Gateway setting (step ix below).
On saving the Person record and returning to the ‘Persons: Browse’
window, remember to specify a Password. If the Person is a Named User,
remember to create a Mailbox as well.
User Accounts are described in more detail below on page 281.
iv.
Create records in the Contact register for each member of staff, containing
their extension numbers. Connect these Contact records to the relevant
Person or Global User records using the Contact Code field on the ‘Access’
card. Please refer to the following pages below for more details about this
process: 286 (Named Users); 291 (Concurrent Users); or 294 (Global
Users).
v.
Change to the gateway machine. If this machine has a graphical interface
and is accessible, install the standard Windows .NET client application (with
graphical user interface) as described above on page 22. If you will be
using the slave application to run the gateway, install this as well in the
same directory using the server installer package. Launch the GUI
application.
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If the gateway machine does not have a graphical interface and/or is not
accessible (e.g. it is in a different building), you should work on a normal
local machine to create the gateway database, which you will then copy to
the gateway machine when the configuration work is complete. On the local
machine, ensure there is no “HANSA.HDB” file in the directory containing
the Enterprise by HansaWorld client application and launch the application.
A new database will be created.
vi.
In both cases, when the ‘Welcome to Enterprise by HansaWorld’ window
appears, click the [Single User Database] button.
vii. In the ‘Enter Company Name’ window, enter the Company Name of the
Company on the main server in which you were working in steps i-iii above.
Click the [Next] button.
viii, In the ‘Create User’ window, enter the Signature, Name and Password of
the Person you created in step iii.
ix.
Open the TAPI Gateway setting in the Technics module. Specify the service
provider of your TAPI service as described in step 2 of the internal gateway
configuration instructions above. In the Username and Password fields,
enter again the Signature and Password of the Person you created in step
iii.
This setting is stored in the gateway database, not the main server
database. So, you can only edit it by working on the gateway machine.
x.
Open the Configuration setting in the System module and make sure that
the TAPI Gateway option on the ‘Technical’ card is checked.
xi.
Return to the ‘Companies: Inspect’ inspect window by opening the
Company register in the System module or by clicking the [Company]
button in the Master Control panel and selecting ‘Open Companies Setting’
from the Operations menu. Enter the IP address of the main server. In the
Port field, enter the Server Port entered in the Program Mode register in the
Technics module in the main database (illustrated above on page 65). By
default, this will be 1200. If necessary, specify your Encryption Key on flip B.
When you click the [Save] button, the application will quit automatically.
When it restarts, quit again.
xii. If you were not working on the gateway machine for steps v-xi, connect to it
through a remote desktop connection and install the slave application on it
using the server installer package. Copy the database (named
“HANSA.HDB”) from the machine you were working on to the directory on
the gateway machine containing the slave application. Then, remove the
database from the client machine you were working on, or at least move it
out of the folder containing the GUI application.
xiii. The slave application will have a name that uses the format “Enterprise
Server 7.X YYYY-MM-DD Slave.exe”. If you will control the slave application
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using the command line, you may want to change this name to something
simpler, such “Enterprise-Slave”.
xiv. Start the slave version of the application using the following method—
a.
Use Notepad or a similar text editing program to create a text file
named “parameters.txt” file as described above on page 30. Save this
file in the directory containing the slave application. This file should
contain this parameter as a single line of text—
--gateway
You can also add a second parameter if you need full logging
information to be recorded—
--verbosity=debug-detailed
This second parameter can be on the same line in the “parameters.txt”
file as the first, or on a separate line.
b.
Launch the slave application by double-clicking, or by opening the
Command Prompt, navigating to the directory containing the slave
application and typing—
enterprise-slave
(where “enterprise-slave” is the name of the slave application).
The slave application will log in to your Enterprise by HansaWorld server
automatically using the log in details contained in the Company register and
the TAPI Gateway setting. Check the log file on the server machine to make
sure the TAPI Gateway user has logged in.
xv. If you need to close the gateway, bring the Command Prompt window to the
front and press the Ctrl-C key combination.
Mobile Phone
To call a Contact via your mobile phone, first open the ‘Business Communicator’
window as described above on page 159. Click on the Contact in the Contact
list and then click on their telephone or mobile number in the Contact Method
list. Alternatively, enter a number in the Dial field. Then, click the [Mobile] button.
Your mobile phone will be activated, and a call will be established between you
and the Contact, so the Contact’s telephone will ring immediately. You can end
the call from the phone or by highlighting the call in the Call list in the ‘Business
Communicator’ window and clicking the [Hang up] button.
Calling a Contact via your mobile phone requires the following—
•
You must be using the Business Communicator for Handsets option in the
Program Mode register in the Technics module, and you must have
specified a Handset Port in the same register.
•
You must have the HansaWorld Business Communicator For Handsets
application installed on your mobile phone, which must be a Symbian S60
3rd edition device. The application must be running and you must have
logged in to your Enterprise by HansaWorld server using your usual
Signature and Password. This requires you to have entered the IP address
of the server and the Handset Port from the previous step in the Company
register on the device.
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Text (SMS) Messages
To send a Text (SMS) message, first open the ‘Business Communicator’ window
as described above on page 159. Click on a Contact in the Contact list and then
click the [Text SMS] button. The ‘Text SMS’ window opens—
The Contact’s mobile number will appear in the Phone field. If the ‘Text SMS:
New’ window doesn't open, the probable reason will be that the Contact doesn’t
have a mobile number.
Enter the message in the Text field and click the [Save] button. Your Signature
will appear in the Person field, your mobile number will appear in the From
Phone field and the Sent box will be marked automatically, signifying that the
message has been sent.
The Person field in the Text SMS record will take your Signature from your
Person record. Your mobile number in the From Phone field will be chosen as
follows—
1.
The Mobile Number in your record in the Contact register will be used. Your
record in the Contact register is the one quoted in the Contact Code field on
the ‘Access’ card of your Global User or Person record;
2.
If you do not have a record in the Contact register, or this reco rd does not
have a mobile phone number, it will be taken from the Phone 1 or Phone 2
fields (in that order) in your Person record.
If you have access to more than one Company, you therefore need the
following, depending on the circumstances—
•
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If you have access to more than one Company through Person records in
each Company, the Phone 1 or Phone 2 fields in those Person records can
supply your mobile number to each Text SMS record. This can also be
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supplied from records in the Contact register in each Company, connected
to each Person record using the Contact Code field on the ‘Access’ card.
•
If you have access to more than one Company through a Global User
record, you need a Person record in each Company from which you will
send Text (SMS) messages, to supply your Signature and mobile number to
the Text SMS records. If you also have a record in the Contact register in
each Company, these records will instead supply the mobile number to the
Text SMS records. Each of these Contact records must have the same
Contact Number. Enter this Contact Number in the Contact Code field on
the ‘Access’ card of your Global User record. Please refer to page 294
below for details about Global Users.
Sending a Text (SMS) message also requires the following—
•
The format of the mobile number to which you are sending the Text (SMS)
message must be as described in the ‘Contact Numbers’ section below on
page 177.
•
Sending Text (SMS) messages is a chargeable Cloud Service. To use it, you
must have registered your database using the Automatic Internet Enabler
method, as described above on page 67. Please contact your local
HansaWorld representative to sign up for the service and for pricing details.
Email
To send an e-mail, first open the ‘Business Communicator’ window as described
above on page 159. Click on the Contact’s email address in the Contact Method
list and then click the [e-mail] button. By default, a new Mail will be created, with
the Contact’s email address as the To Address. Please refer to the ‘Mail’ manual
for details about sending Mails. However, if you are using the Use External Mail
Software option in the Mail and Conference Settings setting in the E-mail and
Conferences module and you are also using Windows on your client machine,
your default mail application (e.g. Eudora, Outlook, etc) will be opened and a
new mail will be created, addressed to the Contact’s email address.
Sending an email requires the following—
•
If you are not using the Use External Mail Software option and/or you are not
using Windows, your Enterprise by HansaWorld system must be configured
to send external mail, and you must have a Mailbox. Please refer to the
‘Mail’ manual for details.
•
If you are using the Use External Mail Software option and you are also
using Windows, you must have a mail application fully installed and
declared to be your default mail application. If this is not the case, the [email] button in the ‘Business Communicator’ window will behave as if you
are not using the Use External Mail Software option (i.e. a new Mail inside
Enterprise by HansaWorld will be created).
Managing Calls
The ‘Business Communicator’ window offers you various tools that you can use
to manage your calls—
•
To put a call on hold, highlight it in the Call list and click the [Hold] button.
To continue with the call, highlight it again and click the [Hold] button once
more. If another call is in progress, it will be put on hold automatically. You
can use the [Hold] button with Skype, Asterisk and Switchboard calls.
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•
To transfer a call, first highlight it in the Call list and click the [Hold] button.
Then find and highlight the person to whom you want to transfer the call in
the Contact list and then click the appropriate number or address in the
Contact Method list (for example, if you are transferring a Skype call, click
the person’s Skype name in the Contact Method list). Finally, click the
[Transfer] button. Note that you cannot transfer Skype calls that you
initiated. You can only transfer Skype calls that you received.
Remember that the Contact list is a list of records in the Contact register.
Therefore, to transfer a call to another member of staff, that member of staff
must have their own record in the Contact register, and this record must be
connected to their Global User or Person record using the Contact Code
field on the ‘Access’ card. If you have more than one Company in your
database, the Contact list will list the records in the Contact register in the
Company you are currently working in.
•
To open a conference call (a call with more than two participants), follow
these steps—
1.
Make or receive a call.
2.
Put the call on hold.
3.
Make or receive a second call.
4.
Click the [Conference] button.
If all calls are on hold, the conference call will not start: you must have one
call in progress to open the conference call.
You can use the [Conference] button with calls of all types except Mobile.
Communicating with other Users in your Enterprise by
HansaWorld system
You can communicate with other users in your Enterprise by HansaWorld
system. Open the ‘Business Communicator’ window as described above on
page 159 and click the [Who Is Online] button. This will print a report to screen
listing the users currently logged in (only users with Mailboxes will be listed, but
the list will include users logged in to every Company if you have more than
one). Click a user’s name in the list, and then choose whether you want to
communicate with them using Skype-to-Skype, SkypeOut, email, text (SMS) or
the chat feature built in to Enterprise by HansaWorld. The chat feature is
described in the ‘Mail’ manual.
Producing a Map showing the Location of a Contact
To see a map showing a Contact’s location, open the ‘Business Communicator’
window as described above on page 159. Click on the Contact in the Contact
list, then click the [Map] button. A new browser window will open in your default
browser, using bing.com/maps and the address information in the Contact
record to show you where the Contact is. This feature is limited to the countries
supported by bing.com/maps. In the UK and US, this feature requires Contact
addresses to be entered as follows—
•
•
•
•
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Field 1: Street address and number
Field 3: City
Field 4: State/Province/County (optional)
Field 5: ZIP Code/Postcode
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In other countries, Contact addresses should be entered as follows—
•
•
•
Field 1: Street address and number
Field 3: ZIP Code/Postcode
Field 4: City
Contact Numbers
To call a Contact from the ‘Business Communicator’ window, you should have
entered their telephone or mobile number as follows—
•
The only legal characters are numbers, spaces, dashes and the + sign. Do
not use full stops or brackets, and do not use alpha characters (e.g. do not
place text such as “home” or “work” after telephone numbers.
•
Enter all numbers as international numbers. You can place + or 00 at the
beginning of a number, but + is to be preferred as it is the standard method
of signifying international numbers and will not change.
International numbers are required to send Text (SMS) messages. SkypeOut
calls made from Mac OS X require country codes, but they are not necessary on
Windows. The format of telephone numbers required for outgoing calls through
Asterisk and TAPI depends on the individual server and gateway. However, as
described in the ‘Asterisk’ section above on page 162, you should use a
consistent format so that incoming calls will be identified correctly.
You can use the List Invalid Phone Numbers report in the CRM module to list
telephone and mobile numbers containing illegal characters. If you print the
report to screen, you can drill down to each Contact to make the correction.
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Menus
The Menu Bar
Select menus by pulling them down with the mouse in the normal way. Where
appropriate, keyboard shortcuts are shown to the right of the menu items. Some
commands are also available as icons in the Button Bar and Master Control
panel.
Not all menu items are available at all times. Disabled items are grey or dimmed.
File Menu
The File menu contains commands that you can use to open the Master Control
panel, print documents and reports and, on some platforms, quit the program.
Some of these commands also have keyboard shortcuts, shown to the right of
each command in the menu, e.g. Ctrl-P (Windows and Linux) or -P (Mac OS X)
for ‘Print’. These shortcuts are shown in the illustrations above: the Windows
version is on the left, the Mac OS X version on the right.
Master Control
This function brings the Master Control panel to the front. This will be necessary
if you wish to use the Enterprise by HansaWorld Mail functions or run a
Maintenance function as the Master Control panel provides the only means of
accessing these.
Page Setup
This function is available when the active (top) window on the screen contains a
list of reports or documents.
When you print a report or document, one copy is usually produced, using a
standard page size. If you need to print more than one copy, or to use a nonstandard page size or magnification, highlight the desired report or document in
the list and then select ‘Page Setup’ from the File menu to make these changes.
Once you have done this, double-click the item in the list to carry on with the
printing process.
You can set the number of copies, page size and/or magnification individually
for each document or report. These settings will remain in place for a particular
document or report until you choose ‘Page Setup’ for that document or report
once again.
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You can also use this function to choose the printer on which the report or
document is to be printed.
Print
This function is available when the active (top) window on the screen contains
something that can be printed (a screen report or a record that has a connected
document).
When you select ‘Print’, the record or the report is printed directly to the selected
printer.
An alternative to using this function is to click the Printer icon in the Button Bar of
the active window.
Send Fax
This function allows you to send faxes via PamFax.
To configure this feature, follow these steps—
1.
Create a PamFax account at http://www.pamfax.biz/en/.
2.
Open the Fax Settings setting in the Technics module and enter the
following information—
Username
Enter your PamFax user name.
Password
Enter your PamFax password.
PamFax server
Choose an option as follows—
Local
Choose this option if you have a fax server set up
on your computer.
Live
Choose this option when you are ready to send
faxes.
Sandbox
This option allows you to send test faxes using the
PamFax sandbox feature.
3.
Ensure you have specified fax numbers in your Contact records. When you
send a fax, the fax number will be taken from the relevant Contact record. If
you try to send a fax to a Contact that does not have a fax number, a
dialogue box will open, allowing you to insert one.
4.
Open a printable record (i.e. a record with Print and Preview icons, with a
document defined, such as an Invoice). To send it by fax, select ‘Send Fax’
from the File menu. Please refer to page 126 above for details about
defining documents.
The fax will be sent to the relevant fax number via PamFax. You will be able
to see the progress of the fax in the PamFax environment.
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Stop Auto Login
When you create the first user in a new database and log in as that user, you will
be asked if you want Enterprise by HansaWorld to remember your password, so
that you do not have to enter it yourself each time you log in.
If you choose not to have your password remembered, this will cause the Don't
ask for Storing Auto Login Information option in the Login Options setting in the
User Settings module to be turned on. The options in this setting are specific to
the client machine you are using. Your password will not be remembered, and
you will not be asked again if you change your password. If at any time you
decide you would like your password remembered, turn off this option and log in
again.
If you choose to have your password remembered, you will be logged in
automatically each time you start Enterprise by HansaWorld on the same client
machine, although you will still need to choose a Company if you have more
than one. Each time you change your password, the first time you log in using a
new one you will be asked if you want it to be remembered. If you decide you no
longer want your password to be remembered, you can proceed in two ways.
Choosing ‘Stop Auto Login’ from the File menu will turn off the feature
temporarily: the next time you log in, you will be asked once again if you want
your password to be remembered. Turning off the Don't ask for Storing Auto
Login Information option in the Login Options setting will turn off the feature
more permanently.
Quit
Quits Enterprise by HansaWorld. Remember to take a safety back-up of your
work before you quit!
Mac OS X users can find the ‘Quit’ command on the Enterprise menu.
Edit Menu
You will usually use the commands on this menu when you are working with the
contents of individual fields. If you wish to copy or delete entire records, you
should instead use the commands on the Record menu. For each command on
the Edit menu there is a keyboard shortcut, e.g. Ctrl-Z (Windows and Linux) or
-Z (Mac OS X) for ‘Undo’. These shortcuts are shown in the illustrations above:
the Windows version is on the left, the Mac OS X version on the right.
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Undo
Select ‘Undo’ to undo your last action.
There are a few actions in Enterprise by HansaWorld that you cannot undo, e.g.
deleting a record using the ‘Delete’ command on the Record menu or removing
an Attachment using the ‘Clear’ command on the Edit menu.
Cut
‘Cut’ removes the data you have selected (highlighted) and puts a copy in the
Clipboard. The Clipboard is a special part of the computer's memory that
temporarily stores a single piece of data. You can then insert (‘Paste’) this data
somewhere else, as many times as necessary, until you ‘Cut’ or ‘Copy’
something else. That will replace the old contents in the Clipboard.
In certain fields, e.g. the Account Number fields in a Transaction that has already
been saved, you may not remove the data, and thus cannot use ‘Cut’. If you
want to copy the contents of such a field, use the ‘Copy’ command instead.
Copy
Use ‘Copy’ to copy text or numbers from one field to another without removing
the data from the original field. The copy is put in the Clipboard. Then you can
‘Paste’ the copy in as many other locations as required. The copy remains in the
Clipboard until you ‘Cut’ or ‘Copy’ something else.
Note that you can only use ‘Copy’ (and ‘Cut’) to copy text from a single field at a
time. If you want to copy a whole record in a file, use the ‘Duplicate’ command
on the Record menu (or the [Duplicate] button in the Button Bar).
Paste
This command allows you to insert into a field text or a value that that you have
previously ‘Cut’ or ‘Copied’ to the Clipboard. If you highlight several characters
in the destination field before ‘Pasting’, the selected text will be replaced by the
contents of the Clipboard.
Clear
‘Clear’ removes the characters you have selected (highlighted) without copying
them to the Clipboard.
The ‘Clear’ command removes text or values within a single field. If you wish to
remove an entire record, use the ‘Delete’ command on the Record menu.
Select All
Use this command to select the entire contents of a field. You can use it when
you are editing a field and want to replace the whole contents with new data.
Select Row
You can use this command in record windows that contain rows of information,
divided into separate columns, for example the Invoice and Transaction
windows. It allows you to select a whole row. When you choose ‘Select Row’, the
row in which the cursor is placed is selected. Clicking the row number (on the
left) has the same effect.
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Record Menu
The Record menu contains the necessary commands to open, enter, change
and delete the records in the different registers.
Almost all these commands can also be executed using the buttons in the
Button Bar. In addition, there are keyboard shortcuts available for most of them.
Commands that cannot be used at a certain point are dimmed in the menu.
!
You cannot use ‘Undo’ to reverse
Record menu commands.
Next
•
When you work in a record window, showing an individual record in a
register, ‘Next’ will take you forward to the next record in that register.
It will also save all changes you have made in the record you have just left.
In this situation, the ‘Next’ command has the same effect as clicking the
[Next Record] button in the Button Bar.
•
When you work in a browse window, ‘Next’ will scroll the list down one
page.
•
When you work with a Report, ‘Next’ will scroll to the next page of the
report.
Previous
This command works in the same way as ‘Next’, but moves backwards instead
of forwards. As with ‘Next’, when working in a record window, ‘Previous’ saves
all changes you have made in the record you are leaving.
In record windows, the ‘Previous’ command has the same effect as clicking the
[Previous Record] button in the Button Bar.
Save
This command is equivalent to pressing the [Save] and [Run] buttons in the
Button Bar (depending on context). When you use this command in a record
window, it saves all changes to the record you are creating or editing. When you
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use it in a browse window, it opens the selected (highlighted) record for editing.
In a specification window, it prints the report or document or activates the
Maintenance function.
Cancel
Closes the record on screen without saving any changes. It is equivalent to the
[Cancel] button in the Button Bar.
You can also close windows of all types using the close box or Ctrl-F4 (Windows
and Linux) or -W (Mac OS X). When using these methods, you will be asked if
you wish to save changes.
New
Use this command when you need to create a new record. You can only use it
after you have opened a register using the one of the buttons in the bottom row
of the Master Control panel or the equivalent keyboard shortcut.
This function opens a blank window into which you can enter the new record. If
you click [Save], the record will be saved into the register concerned. If you click
[New] again, the record will be saved and a new blank window opened, enabling
you to enter another new record in the same register. If you click [Cancel], the
record will be closed but not saved.
Duplicate
This function creates a new record by duplicating an existing one. The duplicate
will be opened in a window marked ‘New’. In many cases, dates in the new
record will be changed to show the current date.
You can duplicate a record either from a record window containing the record to
be duplicated, or from a browse window in which you have highlighted the
record to be duplicated by clicking with the mouse.
Delete
Use this command to delete, i.e. remove, an existing record. The record must be
of a type that you can remove - you cannot remove records such as Invoices
and Nominal Ledger Transactions once completed, and you cannot remove
Customers or Items once you have used them in Invoices or in stock
transactions. You must open a record in the record window to be able to delete
it. The only exception to this rule is that you must delete Mails from the browse
window.
When you delete a record, the next record in the register is displayed.
!
Remember that you cannot undo
the deletion of a record.
When you use the ‘Delete’ command, you are usually not asked if you are sure
you want to go ahead with the deletion. If you would like such a warning to
appear, switch on the Prompt When Deleting option in the Local Machine setting
in the User Settings module. In a multi-user system, you will need to choose this
option separately on each client machine.
In multi-user systems, you can prevent certain users from deleting records using
Access Groups (by denying access to the ‘Delete Records’ and/or ‘Deleting
Records from Shared Registers’ Actions). Please refer to page 281 below for
details about Access Groups, and page 194 for details about Shared Registers.
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Invalidate
You can use this function when an Invoice or Purchase Invoice is open in a
record window, when you need to remove an Invoice from the Sales Ledger or a
Purchase Invoice from the Purchase Ledger. Any associated Nominal Ledger
Transaction will be removed from the Nominal Ledger as well. An invalidated
Invoice is easily distinguished because all fields have red lines drawn through
them, as illustrated below. You can invalidate many other records including
Payments, Goods Receipts, Cash Transactions, Asset Disposals, Activities,
Expenses and Personnel Payments in the same way.
In the case of Sales Invoices, the function is designed for use in situations where
Invoice Numbers are pre-determined (perhaps through being printed on Invoice
stationery) and where it is not desirable to raise a Credit Note. It is not
recommended for use where the cancelling of an Invoice has implications for the
stock system. In these circumstances, you should issue a Credit Note, and
receive the goods back into stock using the Goods Receipt or Returned Goods
registers. These issues are fully described in the ‘Sales Ledger’ manual.
In the case of Activities, once you have marked an Activity as Done and saved it,
you cannot change the To Do and Private boxes, the Start and End Dates and
Times and the Calendar options. If you realise that a Done Activity contains a
mistake, open it and select ‘Invalidate’ from the Record menu. Red lines will be
drawn through all the fields, and the Activity will be removed from the Calendar,
Task Manager and all reports. Then click the [Duplicate] button in the Button Bar
to create a new Activity without the mistake. Activities, the Calendar and the Task
Manager are described in the ‘CRM’ manual.
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!
You cannot reverse
invalidation of a record.
the
For more details about invalidating Invoices and Activities, and for details about
invalidating Purchase Invoices, Payments, Goods Receipts, Cash Transactions,
Asset Disposals, Expenses and Personnel Payments, please refer to the relevant
manuals.
In multi-user systems, you can prevent certain users from invalidating records
using Access Groups. To do this, deny access to the relevant Action. For
example, to prevent a user invalidating Invoices, deny them access to the
‘Invalidating Sales Invoices’ Action. Access Groups are described in the ‘System
Module’ manual.
Attachments
This menu command allows you to connect files, notes or other records to any
record in Enterprise by HansaWorld. These connected objects are known as
“Attachments”. Please refer to the ‘Attachments and Personal Desktop’ section
below on page 197 for full details.
A record must be open in a record window and must have been saved at least
once before you can attach objects to it.
Send to Desktop
Use this function if you would like the current record (the one currently open in a
record window) to appear in your Personal Desktop (on the right-hand side of
your Master Control panel). This will allow you to open the record at any time
without having to change module and without having to find it in a browse
window. Please refer to the ‘Attachments and Personal Desktop’ section below
on page 197 for full details.
History
This function allows you to view the change history of a particular record.
To use this function, you must first instruct Enterprise by HansaWorld to store
the change histories of records. To do this, follow these steps—
1.
In a multi-user system, ensure you are the only user that is logged in.
2.
Select ‘Technics’ using the [Module] button in the Master Control panel.
If ‘Technics’ is not available in the list of modules that opens when you click
the [Module] button, this will probably be because you have not granted
yourself access to the Server module in the Configuration setting (singleuser) or to the Technics module in the Access Groups setting (multi-user).
3.
Click the [Settings] button in the Master Control panel, or use the Ctrl-S/-S
keyboard shortcut. In the ‘Settings’ list, double-click ‘Logging Control’.
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4.
The ‘Logging Control: Inspect’ window opens—
5.
In the Register column, use ‘Paste Special’ (described above on page 148)
to select the registers for which histories are to be kept. No history will be
kept for registers not listed in the grid. Note that maintaining record histories
will cause the size of the database to grow quickly.
6.
In the Type column, use ‘Paste Special’ to select an option, as follows—
No Logging
No change history will be kept.
Log User and TimeWhenever a record in the register is created or modified,
the history will show the date and time this happened and
the Signature of the Person responsible.
Keep Original Record
Again, the history will show the date and time each record
was created or modified and the Signature of the Person
responsible. In addition, every modification of each record
will be recorded.
7.
Click the [Save] button in the Button Bar to save the Logging Control
setting.
8.
Quit and restart Enterprise by HansaWorld. In a multi-user system, restart
the server.
Once you have followed these steps, to view the change history of a record, first
open that record in a record window. Then, select ‘History’ from the Record
menu. A list of the dates and times of modifications to the record appears: you
can print this list by clicking the Printer icon. If you are using the ‘Keep Original
Record’ option, click a date in the report to open the version of the record as it
was on that date, before the modification. For example, if a record was created
on May 1st and modified on May 2nd, 3rd and 4th, click on May 3rd in the report
to see the record as it was immediately before the May 3rd modification.
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Window Menu
Use this menu to manage your windows, including closing them and arranging
them on screen. ‘Save Position’ allows you to save a particular setting for an
individual window. This includes the position and size of the window and, in
browse and ‘Paste Special’ windows, the sort order. ‘Restore Position’ will return
the setting of the window to standard.
Mac OS X users can close all open windows while clicking the close box of a
window while holding down the Alt key.
In multi-user systems, each user can use the ‘Save Position’ function to save
their own window positions, sizes and sort orders. This information is stored in
each client database, so it will not be included in the normal daily back-up file
made from the server. To back up this information, use the ‘Client Text Backup’
option: please refer to the ‘System Module’ manual for full details.
About Enterprise by HansaWorld
This command on the Info menu (Windows and Linux) and the Enterprise menu
(Mac OS X) shows the copyright information for Enterprise by HansaWorld. The
version of the program you are using is also shown. Return to the program by
clicking the close box.
If you need to contact your local HansaWorld representative with a technical
query, you should first find out the precise version date and build number from
this window.
This window also shows the size of your Enterprise by HansaWorld database
and the amount of disk space available on the hard disk on which it is stored. In
multi-user systems, these figures refer to the server.
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Modules and Registers
Modules
Enterprise by HansaWorld is divided into several different areas, or modules.
Each module corresponds to a different department in a normal company. Each
one contains the tools that the equivalent company department requires to carry
out its daily tasks. For example, the Sales Ledger module contains the tools to
raise Invoices, receive money and manage debt-chasing campaigns.
To change to a different module, click the [Module] button in the Master Control
panel, or use the Ctrl-0 (zero) (Windows and Linux) or -0 (Mac OS X) keyboard
shortcuts. The following list window appears—
Choose a module by double-clicking. If you prefer to use the keyboard, type the
first few characters of the name of the module you want and then press the Enter
or Return key twice. You can also use the arrow keys on your keyboard to help
with navigation.
As soon as you change module, the register buttons in the lower part of the
Master Control panel will change to represent the registers in the new module. If
you have any list windows open (e.g. lists of settings, documents or reports),
their contents will change as well.
Registers
Each module contains a number of Registers or Files, in which your data is
stored. You can open each register using the buttons in the bottom section of
the Master Control panel. The following illustration shows the registers available
in each module. Please refer to the manuals describing the individual modules
for full details about each register.
To work with a register (for example, if you need to enter a new Sales Order), first
go into the appropriate module using the [Module] button in the Master Control
panel or the Ctrl-0/-0 keyboard shortcut. Click the relevant register button in
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the bottom section of the Master Control panel. A browse window will open,
listing all the existing records in the register (in this example, all Sales Orders).
Then, click [New] in the Button Bar and a blank record window will appear in
which you can enter a new record.
Registers in the Enterprise by HansaWorld Modules
Nominal
Ledger
Sales
Orders
Sales
Ledger
Purchase
Orders
Purchase
Ledger
Stock
System
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Working with Records
Current Record
When you wish to work with a particular record, you can open its record window
using one of the following methods. All methods give the same result.
•
Double-click the record in a browse window.
•
Select the record in a browse window and press Enter.
With the record opened in a record window, you can edit every field in the usual
way. Some fields may be locked due to relations to other functions in the
program. If this is the case, Enterprise by HansaWorld will tell you.
New Record
You can create a new record from a browse window or a record window, using
the following methods—
•
Click [New] in the Button Bar;
•
Select ‘New’ from the Record menu; and
•
Use the Ctrl-N (Windows and Linux) or -N (Mac OS X) keyboard shortcut.
A blank record will be opened in a record window.
Duplicate Record
You can copy a record from a browse window or a record window. Select the
record you want to copy and—
•
Click [Duplicate] in the Button Bar;
•
Select ‘Duplicate’ from the Record menu; or
•
Use the Ctrl-K (Windows and Linux) or -Y (Mac OS X) keyboard shortcut.
A new record will be created. Relevant data from the original record is
transferred, and you only need to enter some of the fields. In many cases, date
fields will not be copied, but instead will be given new values.
Delete Record
1.
Open the record window for the record you want to delete.
2.
Select ‘Delete’ in the Record menu.
You cannot delete a record that is used by other transactions, such as an
Account.
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!
You cannot undo the deletion of
a record.
In most cases, you cannot delete a record directly from a browse window. You
must open the record first. The exception is a Mail, which you can only delete
from the browse window.
You can prevent a particular user or group of users from deleting records using
Access Groups. For full details about Access Groups, please refer to the
‘System Module’ manual.
Working with Companies
An Enterprise by HansaWorld database can contain more than one Company.
This feature can be useful if your business is one where there are separate
departments or subsidiary companies that keep separate accounts. Their data
can be stored in a single database, in separate partitions known as
“Companies”.
You should only use this feature to differentiate between different departments if
you intend to account for each of them separately. If you keep a single set of
accounts covering your whole organisation, you only need have a single
Company in your database.
Companies are stored in the Company register in the System module. You can
add new Companies at any time: this process is described in the ‘Changing and
Adding Companies’ section above on page 55. Adding a new Company will
mean that you will have to apply for a new Enabler Key.
If you have more than one Company in your Company register, it is
recommended that you specify a Short Code for each one—
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Each time you log in to your Enterprise by HansaWorld system, you will be
asked to choose a Company to work with—
The names in this list are taken from the Name field in the Company register.
Once you have logged in, the Short Code of the Company (“H” in the example
illustrated) will be included in the title of every window, while the full Company
Name will be included in the title of the Master Control panel—
If you need to change Companies, there is no need to quit Enterprise by
HansaWorld and restart. Instead, you can click the [Company] button in the
Master Control panel or use the Ctrl-O (alpha O) (Windows and Linux) or -O
(Mac OS X) keyboard shortcut to select the new Company. Once you have done
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this, the Short Code in each window title will display the Company to which the
information in the window belongs, while the title of the Master Control panel will
include the Name of the Company you are currently in—
In this illustration, the ‘Transactions: Browse’ window lists Transactions
belonging to Company H, while the ‘Simulations: Browse’ window lists
Simulations belonging to Company S. Only one Master Control panel can be
open at any time, so the Company Name in its title (“Subsidiary Trading
Company” in the illustration) is always that of the current Company. This is the
Company whose information will be shown in any new windows that you open,
and the Company in which any new records that you create will be saved. If you
want to return to work in Company H, click the [Company] button in the Master
Control panel (or use the Ctrl-O/-O keyboard shortcut) once again.
The first time you log in to a different Company, all windows from the previous
Company will be closed. For example, if you change from Company H to
Company S, all windows from Company H will be closed. But when you go back
to Company H, any open windows from Company S will remain open.
If you need to make a change to a record in a particular Company, that
Company must be your current Company. For example, you have a Contact
record from Company H open in a record window. If Company S is your current
Company, you will not be able to make changes to the Contact record. You
must change to Company H first, using the [Company] button in the Master
Control panel or the Ctrl-O/-O keyboard shortcut.
Note that if you are logged into two Companies as described here, you will take
up two user “slots”. For example, if you have purchased ten users, this means
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that ten employees can be logged in to your Enterprise by HansaWorld system
at any one time. However, if one employee is logged in to two Companies at the
same time, this will count as two of those ten log-ins.
Usually, each Company will be completely separate: there will be no common
information. If you want to copy information from one Company to another, you
can do so using one of two methods—
1.
By dragging and dropping. For example, to copy a Contact record from one
Company to another, open the ‘Contacts: Browse’ window in the first
Company, change to the second Company using the [Company] button in
the Master Control panel or the Ctrl-O/-O keyboard shortcut, and open
the ‘Contacts: Browse’ window in that Company as well. Then click on the
relevant Contact record and drag it from one browse window to the other.
This method is suitable for copying individual records. The Payment Terms
used in the copied Contact must exist in both Companies.
2.
Using the export and import functions in the System module. This method is
suitable for transferring the entire contents of a register or setting from one
Company to another.
Shared Registers
You can choose to make the information in certain registers available to every
Company in your database. Such registers are termed “Shared Registers”.
For example, you may choose to make the Contact register a Shared Register
so that you use the same Contact list in all your Companies. This will mean that
all Contacts will be available to all Companies. You will not be able to isolate a
particular single Contact so that it can only be used by a particular single
Company. However, you will be able to make the same Contact list available to
four of your Companies and have a completely separate Contact list in a fifth
Company.
If you are using Global Users, it is strongly recommended that you share the
Access Groups setting, to make the same Access Groups available to every
Company. The Global Users feature allows Users to log in to several Companies
using the same Signature and password and is described in more detail below
on page 294.
To set up a Shared Register, follow these steps—
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1.
Working in any Company, enter the Technics module by selecting
‘Technics’ using the [Module] button in the Master Control panel. To be
able to do this, you should have logged in as a Person that has access to
the Technics module: this is described below on page 286. In a multi-user
system, you should be the only user logged in.
2.
Open the ‘Settings’ list by clicking the [Settings] button in the Master
Control panel or using the Ctrl-S/-S keyboard shortcut.
Chapter 2: Working Environment - Working with Companies
3.
Double-click ‘Shared Registers’ in the list. The following window opens—
4.
List the registers that you want to be shared in the Registers column. Use
the ‘Paste Special’ feature (Ctrl-Enter/-Enter) to ensure each register is
spelt correctly (an incorrect spelling will mean that the register will not be
shared).
5.
Use the For Companies column to specify the Companies that will be able
to use the shared register: enter the Codes of each Company that will share
the register, separated by commas.
In the example illustrated above, Companies 1 and 2 will share the Contact
register, while Companies 1, 2 and 3 will share the Item register. Company
3 will have its own, separate, Contact register. When you enter a new
Contact in Company 1, for example, it will immediately be made available
for use in Company 2. When you enter a new Item in Company 2, it will
immediately be made available for use in Companies 1 and 3.
If you leave the For Companies field empty for a particular register, that
register will be made available to every Company. This is the case for the
Access Groups setting in the example illustrated above.
6.
Use the In Company column to specify the Company in which the shared
register will be stored.
In the example illustrated above, the shared Contact and Item registers will
be stored in Company 1. Note that you cannot store the shared Contact
register in Company 3, because that Company will have its own Contact
register.
If you leave the In Company field empty for a particular register, that register
will be stored in Company 0. Company 0 is a partition of the database
usually used to store information that is available to every Company (Mails,
Mailboxes and Conferences are always stored in Company 0). This is the
case for the Access Groups setting in the example illustrated above.
7.
Click the [Save] button to save and close the window, or click the close box
if you don’t want to save changes. Any changes will be implemented
immediately: there’s no need to restart.
If you decide to store the shared register in Company 0, if any of the registers in
any Company contained any records before they were shared, these records will
no longer be available. If you decide to store the shared register in another
Company (e.g. in Company 1 as in the illustration), you are effectively sharing
that Company’s register. So, in the example, any records already in the Contact
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register in Company 1 will be made available to the other Companies, but you
will no longer be able to use any Contacts already in Company 2. If you want to
carry on using these Contacts, you should export them before sharing the
register and then import them after sharing the register. To export them, use the
‘Base Registers’ Export function in the Integration module. To import them, use
the ‘Automatic’ or ‘Manual file search’ Import functions in the System module.
Make sure you are working in the correct Company (1 or 2 but not 3 in the
example) when importing. If you have Contacts in several Companies and want
to carry on using them all, you should export them from each Company in turn,
creating several export files. By default, on import, if a Contact Number has been
used more than once, it will end up being used for the Contact in the first file
imported. For example, Contact Number 001 refers to Contact Name A in
Company 1 and to Contact Name AA in Company 2. Having shared the Contact
register and assuming you import the Contacts from Company 1 followed by
those from Company 2, Contact Number 001 will now refer to Contact Name A.
If you want to change this behaviour, change the Replace Mode in the files
before importing them, as described above on page 134.
If you share the Account register, only the static information in the Account
register (e.g. Account Number and Name, Account Type and so on) will be
shared. There will not be a single balance for each Account made up from the
Transactions in all Companies. Separate account balances will be maintained
for each Account in each Company. If you want there to be a single balance for
each Account made up from the Transactions in all Companies, use the
Consolidation module.
It is possible to remove a register from the Shared Registers setting, but you
should proceed with care. Before doing so, you may want to copy the records in
the shared register to the separate Companies. To do this, use the ‘Unshare
Registers’ Maintenance function in the Technics module. You will need to log in
to every Company first. For example, the Contact register stored in Company 1
is shared between Companies 1, 2 and 3, and the Contact register stored in
Company 4 is shared between Companies 4 and 5. The ‘Unshare Registers’
function will copy the Contacts in Company 1 to Companies 2 and 3, and the
Contacts in Company 4 to Company 5. Attachments will be copied as well
including links to other records if those records are in registers that are also
shared. After running this function, you can then remove the register from the
Shared Registers setting, and you should then restart Enterprise by HansaWorld.
If you remove the register from the Shared Registers setting without running the
‘Unshare Registers’ function first, you will no longer be able to use any records
entered since you first shared the register, but you will regain access to any
records that were previously in each Company.
You can also share blocks. There are two types of block: the setting that is a set
of fields and check boxes (e.g. Account Usage S/L, Account Usage P/L,
Locking); and the setting that is a series of rows (e.g. Payment Modes, VAT
Codes). To do this, use the Shared Blocks setting in the Technics module,
following the same steps as described above for the Shared Registers setting.
You cannot apply the ‘Unshare Registers’ function to a block.
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Attachments and Personal
Desktop
Attachments
You can connect files, notes or other records to any record in Enterprise by
HansaWorld. These connected objects are known as “Attachments”.
Every record window contains an [Attachments] button in the top right-hand
corner. If a record has an Attachment, the button has the icon on the left,
otherwise it has the icon on the right.
Click this button to work with Attachments (or select ‘Attachments’ from the
Record menu). A list of objects currently attached to the record will be opened—
This list has its own Operations menu, which contains the functions necessary to
attach, view and remove Attachments—
You must save a record at least once before you can add any Attachments.
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Attaching Files to Records
To attach a file to a record, open the record in question and click the
[Attachments] button. Select ‘Attach File’ from the Operations menu. An ‘Open
File’ dialogue box will open, allowing you to locate the file to be attached. Find
the file and click [Open]. The file will be attached to the record. Its filename will
appear in the list of Attachments with the prefix “File:”. You can attach as many
files as you like to a single record.
The ‘Attach File’ function attaches a file to a record by copying the file into a
folder called “Attach” that is in the same folder as your Enterprise by
HansaWorld application. In multi-user systems, the “Attach” folder should be on
the server. This means that you will still be able to download and read the
attached file, even after the original has been deleted. If you want to attach a
large file to a record, make sure (using the disk space indicator in the ‘About
Enterprise by HansaWorld’ window) that the hard disk containing your Enterprise
by HansaWorld application has sufficient space. As the file is uploaded to the
server, a progress indicator appears so that you can monitor its progress.
The “Attach” folder must be
present in the folder containing
your Enterprise by HansaWorld
application if you want to attach
files to records. Do not rename
any of the files in the “Attach”
folder.
!
Reading Files
You can read a file that has been attached to a record in one of three ways. In
the first two cases, a ‘Save File’ dialogue box will be opened, asking you where
the file is to be saved.
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1.
By double-clicking on the file in the list of Attachments. When the file has
been saved to your hard disk, your default browser will be opened so that
the file can be opened using the appropriate helper application (not Mac
OS X).
2.
By clicking on the file in the list of Attachments and selecting ‘Download
File’ from the Operations menu. The file is saved to your hard disk, but no
attempt is made to open it using a helper application.
3.
By clicking on the file in the list of Attachments and selecting ‘Open Record’
from the Operations menu. The file is saved to the “Tmp” folder in the folder
containing your Enterprise by HansaWorld application, and it will then be
opened using the appropriate helper application.
Chapter 2: Working Environment - Attachments and Personal Desktop
Attaching Notes or Comments to Records
You can attach notes or comments to records. To do this, open the record in
question and click the [Attachments] button. Select ‘Create Note’ from the
Operations menu. A window will open, where you can type in your note.
Enter a Comment (text that will identify the note in the list of Attachments) and
click [Save] to save. The note will appear in the list of Attachments with the prefix
“Note:”. You can attach as many notes as you like to a single record.
Reading and Changing Notes
You can read a note or comment that has been attached to a record in one of
three ways—
1.
By clicking on the note in the list of Attachments and selecting ‘Open
Record’ from the Operations menu;
2.
By double-clicking on the note in the list of Attachments; and
3.
By clicking on the note in the list of Attachments and selecting ‘Save’ from
the Record menu.
Whichever method you use, the note will be opened in its own window where
you can read or edit it.
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Printing Notes
A note or comment that has been attached to a record can be printed when you
print the record. For example, a note that has been attached to an Invoice can
be printed on the Invoice document. This feature is included in the Invoice,
Activity, Receipt Form, Payment Form, Reservation, Purchase Order, Order,
Internal Sales Order, Quotation, Rental Quotation, Stock Movement and VAT
Correction documents. If more than one note has been attached to a record,
only the first note will be printed.
If you want notes and comments to be printed in this way, you should include
the “Note” field in each of your Form designs—
It is recommended that you use the Word Wrap feature as shown in the
illustration. Otherwise, long notes will be truncated when they are printed.
If you generally attach many notes to records, you can specify that the note with
a specific Comment will be printed, not the first note. You will then need to
ensure that every time you attach a note intended for printing to a record in a
particular register, you always use the same Comment. For example, you may
want to print a note about special offers on Invoices. Each time you attach a
note to an Invoice, use the same Comment (e.g. “Special Offer”). Then, when
adding the “Note” field to the Invoice Form, specify this Comment (“Special
Offer” in the example) as the Field Argument—
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You can only include one “Note” field in a particular Form.
Form design in fully described in the ‘System Module’ manual.
Changing the Names of Attachments
If you want to change the name of a file or note as it appears in the list of
Attachments, highlight it and select ‘Edit Link Comment’ from the Operations
menu. A window opens where you can type in a new name.
Click [Save] to save and close the window, or [Cancel] if you don't want to save
changes. You may have to close and re-open the list of Attachments for the
change to take effect.
If the Attachment is a note, you can also change its name by double-clicking
and editing the Comment in the ‘Note: Inspect’ window.
Attaching Records to Other Records
You can attach records to other records by dragging and dropping from the
browse window of one register onto the [Attachments] button of another. For
example, to attach a Contact record to an Invoice, open the Invoice in a record
window and then open the ‘Contacts: Browse’ or the ‘Paste Customer’ window.
Find the correct Contact in the list, click on the Contact Number and drag it to
the [Attachments] button of the Invoice. The Contact record will then appear in
the Invoice’s list of attachments. Alternatively, if the Contact record is already
open, you can drag its [Attachments] button onto that of the Invoice. You can
also select a range of Contact records in the browse window by clicking while
holding down the Shift key, and then drag them all to the [Attachments] button.
Later, when viewing the Contact record in the example above, you might wish to
see a list of the other records to which it has been attached. Open the list of
Attachments and select ‘Show To Links’ from the Operations menu. The records
the Contact has been attached to will be listed below a dotted line.
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Viewing Attached Records
You can read a record that has been attached to another record in one of three
ways—
1.
By clicking on the record in the list of Attachments and selecting ‘Open
Record’ from the Operations menu;
2.
By double-clicking on the record in the list of Attachments; and
3.
By clicking on the record in the list of Attachments and selecting ‘Save’ from
the Record menu (or pressing the Enter key).
Whichever method you use, the linked record will be opened in its own window
where you can read or edit it in the usual manner.
Attaching Reports to Records
To attach a report to a record, first print the report to screen, and open the
record in question. The Button Bar of the report window contains an
[Attachments] button—
Drag this button to the [Attachments] button of the record. The report will be
attached to the record. The name of the report will appear in the list of
Attachments with the prefix “File:”.
When you attach a report to a record, the report is first printed to file and that file
is then attached to the record. The report file is stored in the “Attach” folder that
is in the same folder as your Enterprise by HansaWorld application. In multi-user
systems, the “Attach” folder should be on the server. If you need to read the
report later, you will effectively be reading the file, not producing the report
again. The information it contains will be correct for the moment when it was
originally produced, not for the moment when you are reading it. This may be
useful if you have attached the report to a Mail for discussion with another
member of staff. When you read the report later, it will be opened in a standard
report window, so you can select ‘Recalculate’ from the Operations menu if you
need to update the report to include the latest information in the database.
!
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The “Attach” folder must be
present in the folder containing
your Enterprise by HansaWorld
application if you want to attach
reports to records. Do not
rename any of the files in the
“Attach” folder.
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Reading Reports
You can read a report that has been attached to a record in one of three ways.
Whichever method you use, the report will be opened in a standard report
window.
1.
By double-clicking on the report in the list of Attachments.
2.
By clicking on the file in the list of Attachments and selecting ‘Download
File’ from the Operations menu.
3.
By clicking on the file in the list of Attachments and selecting ‘Open Record’
from the Operations menu.
Removing Attachments
To remove an attachment of any kind from a record, highlight it in the list of
Attachments and either press the Backspace key on your keyboard or select
‘Clear’ from the Edit menu.
Attaching Records to Mails
You can attach records to Mails in one of two ways—
1.
Where the Mail already exists, you can drag the record from its browse
window to the [Attachments] button of the Mail, as described in the
‘Attaching Records to Other Records’ section above on page 201.
2.
Where the Mail does not exist, open the record and click its [Attachments]
button. Select ‘Create Mail’ from the Operations menu. A new Mail will be
opened. Complete the Mail in the usual way and save. The new Mail will be
attached to the record automatically, and the recipient of the Mail will be
able to open the record using the ‘Show To Links’ Operations menu
function.
Remember that Mails themselves are records. Therefore you can attach Mails to
other Mails or to other records. Every feature described in this section applies to
Mails as much as to other records.
Mails are fully described in the ‘Mail’ manual.
Copying Attachments from one Record to Another
You can copy an Attachment of any kind from one record to another as
follows—
1.
Open the record with the Attachment (the ‘source’ record) and click its
[Attachments] button.
2.
Open the record that is to receive the Attachment (the ‘destination’ record).
3.
Drag the Attachment from the list of Attachments to the [Attachments]
button of the ‘destination’ record (or to its list of Attachments).
4.
Hold down the Shift key while dragging if you do not want to remove the
Attachment from the ‘source’ record.
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Organising Attachments: Archives
When a record has many Attachments, you can organise them into Archives. An
Archive is a folder that can contain Attachments of all kinds, including other
Archives.
1.
Open the list of Attachments.
2.
Select ‘Create Archive’ from the Operations menu. The ‘Create Archive’
window opens, where you can give the new Archive a name—
When you click the [Save] button, the new Archive will appear at the top of
the list of Attachments—
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3.
Move the Attachments into the Archive by dragging and dropping onto it.
4.
If you want to work with an Attachment that is in an Archive, double-click the
Archive. The contents of the Archive are then shown in the window, whose
title changes to show the name of the Archive.
Chapter 2: Working Environment - Attachments and Personal Desktop
To go back to the top level (or previous level) list of Attachments, click the
button with the arrow icon (located towards the top left-hand corner of the
window)—
5.
If you want to rename the Archive, first open it as described in step 4 above
and then select ‘Rename Archive’ from its Operations menu.
Enter the new Name of the Archive and click [Save].
6.
You can remove an Attachment from an Archive in one of two ways. If you
want the Attachment to remain attached to the record, drag it to the main
list of Attachments or to another Archive. To remove the Attachment
altogether, click on it and either press the Backspace key on your keyboard
or select ‘Clear’ from the Edit menu.
7.
To remove an Archive, click on it in the main list of Attachments and either
press the Backspace key or select ‘Clear’ from the Edit menu. You can only
remove empty Archives. To empty an Archive, you must remove its contents
item by item as described in step 6 above.
Personal Desktop
As well as being able to connect files, notes or records to any record in
Enterprise by HansaWorld (as described immediately above), you can also
attach them to your Master Control panel. They will be listed in the area on the
right of the Master Control panel, known as the “Personal Desktop”. You can
also list important reports, documents, Maintenance functions, settings and
registers in the Personal Desktop. You can therefore configure your Personal
Desktop so that it gives you immediate access to the areas of Enterprise by
HansaWorld that are most important to you (i.e. removing the need to change
modules, find records in browse windows and find reports in list windows). The
Personal Desktop is therefore similar to a list of Bookmarks in a browser.
If you want to use the Personal Desktop, you must first set up a Mailbox for
yourself. To do this, open the Persons register in the System module, highlight
your record in the ‘Persons: Browse’ window and choose ‘Create Mailbox’ from
the Operations menu. This process is described in full in the ‘Mail’ manual. In a
multi-user system, each user that will be using the Personal Desktop should
have their own Mailbox.
!
You must have a Mailbox if you
want to use the Personal
Desktop.
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Once you have a Mailbox, your name will be shown in the title bar of the Master
Control panel, and the contents of your Personal Desktop will be listed in the
area on the right—
Company identifier and
name of current user
Two Archives: used to ensure there is a
managable number of objects in the Personal
Desktop. Double-click to view contents
Links to two reports, one
Maintenance function and two
documents. Double-click to activate
Double-click to
open Invoice
register
Double-click to
open individual
Invoice
Other users cannot view the contents of your Personal Desktop. So, if someone
else logs in to Enterprise by HansaWorld on your machine using the [Login]
button in the Master Control panel, your Personal Desktop will disappear, to be
replaced with theirs.
If you are using Windows or Linux, the Master Control panel’s Operations menu
contains various functions that you can use when working with the Personal
Desktop, as shown in the illustration above. If you are using the Mac OS X
version of the Enterprise by HansaWorld application, you will find these functions
on the drop-down menu that appears when you click the [+] button immediately
above the Personal Desktop, as illustrated on the next page.
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Records in your Personal Desktop
You can place records in your Personal Desktop using the following methods—
1.
By dragging the record from its browse window and dropping it on the
Personal Desktop. For example, to place a Contact record in the Personal
Desktop, open the ‘Contacts: Browse’ window and find the correct Contact
in the list. Click on the Contact Number and drag it to the Personal Desktop.
You can also select a range of Contact records in the browse window by
clicking while holding down the Shift key, and then drag them all to the
Personal Desktop.
2.
By opening the record and dragging its [Attachments] button onto the
Personal Desktop.
3.
By opening the record and selecting ‘Send to Desktop’ from the Record
menu. The record should have been saved at least once before you use this
function (i.e. the title of the window should be ‘Inspect’ or ‘Update’, not
‘New’).
Records are shown in the Personal Desktop with the name of the register
followed by the record identifier. In the illustration above, the penultimate item
(“Invoice: 960113”) is an example (960113 is the Invoice Number).
The illustration also shows that the Personal Desktop can contain records from
different Companies. In the illustration, the current Company is Company H
(shown in the title bar of the Master Control panel, next to the name of the
current user). “H” is short for Holding Company in the example database. The
final item in the Personal Desktop in the illustration (“S: Invoice: 2016”) is an
Invoice that belongs to Company S (a Subsidiary Company). Any record that
does not belong to the current Company will be shown in the Personal Desktop
with its Company Short Code before the name of the register. So, in this
example, if the current user were to quit Enterprise by HansaWorld and restart,
selecting Company S, then Invoice 960113 would appear in the Personal
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Desktop as “H: Invoice: 960113” and Invoice 2016 would appear simply as
“Invoice: 2016”.
You can open a record in the Personal Desktop using one of these methods—
1.
By clicking on the record in the Personal Desktop and selecting ‘Open
Record’ from the Operations menu (Windows and Linux) or ‘Open Link’
from the + menu (Mac OS X);
2.
By double-clicking on the record in the Personal Desktop;
3.
By clicking on the record in the Personal Desktop and selecting ‘Save’ from
the Record menu; and
4.
By clicking on the record in the Personal Desktop and pressing the Enter or
Return key.
Whichever method you use, the record will be opened in its own window where
you can read or edit it in the usual manner. If you choose to open a record that
is not in the current Company, you will be asked to log in to the relevant
Company before the record is opened.
Settings, Reports, Documents and Maintenance functions
in your Personal Desktop
To place a setting, report, document, import or export function or Maintenance
function in your Personal Desktop, simply open the appropriate list window and
then drag an item from the list to the Personal Desktop.
For example, to place the Open Invoice Customer Statement in your Personal
Desktop (as shown in the example illustration above), first use the [Module]
button in the Master Control panel to enter the Sales Ledger and then click the
[Reports] button, also in the Master Control panel. Click on ‘Open Invoice
Customer Statement’ in the list and drag this text to your Personal Desktop.
To work with a setting, report, document or Maintenance function, use one of
these methods—
1.
Click on the item in the Personal Desktop and select ‘Open Record’ from
the Operations menu (Windows and Linux) or ‘Open Link’ from the + menu
(Mac OS X);
2.
Double-click on the item in the Personal Desktop;
3.
Click on the item in the Personal Desktop and select ‘Save’ from the Record
menu; and
4.
Click on the item in the Personal Desktop and press the Enter or Return key.
Whichever method you use, the setting or the specification window for the
report, document or Maintenance function will open. You can also attach a
report itself to your Personal Desktop: please refer to the ‘Reports in your
Personal Desktop’ section below on page 210.
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Registers in your Personal Desktop
To place a register in your Personal Desktop, simply drag it from the Master
Control panel to the Personal Desktop. For example, to place the Invoice register
in your Personal Desktop (as shown in the example illustration above), first use
the [Module] button in the Master Control panel to enter the Sales Ledger. Click
on the [Invoices] button in the Master Control panel and drag it to your Personal
Desktop.
To work with a register, use one of these methods—
1.
Click on the item in the Personal Desktop and select ‘Open Record’ from
the Operations menu (Windows and Linux) or ‘Open Link’ from the + menu
(Mac OS X);
2.
Double-click on the item in the Personal Desktop;
3.
Click on the item in the Personal Desktop and select ‘Save’ from the Record
menu; and
4.
Click on the item in the Personal Desktop and press the Enter or Return key.
Whichever method you use, the normal browse window for the register in
question will be opened. If, as in the example illustrated above, the database
contains more than one Company, the browse window will list the records in the
register in the current Company.
Notes and Comments in your Personal Desktop
You can place notes or comments in your Personal Desktop. To do this, bring
the Master Control panel to the front and select ‘Create Note’ from the
Operations menu (Windows and Linux) or from the + menu (Mac OS X). A
window will open, where you can type in your note.
Enter a Comment (text that will identify the note in the Personal Desktop) and
click [Save] to save. The note will appear in your Personal Desktop with the
prefix “Note:”. You can place as many notes as you like in your Personal
Desktop.
You can read a note or comment in your Personal Desktop in one of four ways—
1.
By clicking on the note in the Personal Desktop and selecting ‘Open
Record’ from the Operations menu (Windows and Linux) or ‘Open Link’
from the + menu (Mac OS X);
2.
By double-clicking on the note in the Personal Desktop;
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3.
By clicking on the note in the Personal Desktop and selecting ‘Save’ from
the Record menu; and
4.
By clicking on the note in the Personal Desktop and pressing the Enter or
Return key.
Whichever method you use, the note will be opened in its own window where
you can read or edit it.
Changing the Names of Items in your Personal Desktop
If you want to change the name of a file or note as it appears in your Personal
Desktop, highlight it and select ‘Edit Link Comment’ from the Operations menu
(Windows and Linux) or from the + menu (Mac OS X). A window opens where
you can type in a new name.
Click [Save] to save and close the window, or [Cancel] if you don't want to save
changes.
You can also change the name of a note by opening it and editing the Comment
in the ‘Note: Inspect’ window.
Reports in your Personal Desktop
To place a report in your Personal Desktop, first print the report to screen. The
Button Bar of the report window contains an [Attachments] button: simply drag
this button to the Personal Desktop. The name of the report will appear in the list
of Attachments with the prefix “File:”.
To work with a report, use one of these methods—
1.
Click on the item in the Personal Desktop and select ‘Open Record’ from
the Operations menu (Windows and Linux) or ‘Open Link’ from the + menu
(Mac OS X);
2.
Double-click on the item in the Personal Desktop; and
3.
Click on the item in the Personal Desktop and select ‘Save’ from the Record
menu; and
4.
Click on the item in the Personal Desktop and press the Enter or Return key.
Whichever method you use, the report will be opened in a standard report
window.
When you attach a report to the Personal Desktop, the report is first printed to
file and that file is then attached to the Personal Desktop. The report file is stored
in the “Attach” folder that is in the same folder as your Enterprise by HansaWorld
application. In multi-user systems, the “Attach” folder should be on the server. If
you need to read the report later, you will effectively be reading the file, not
producing the report again. The information it contains will be correct for the
moment when it was originally produced, not for the moment when you are
reading it. The report will be opened in a standard report window, so you can
select ‘Recalculate’ from the Operations menu if you need to update the report
to include the latest information in the database.
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The “Attach” folder must be
present in the folder containing
your Enterprise by HansaWorld
application if you want to attach
reports to records. Do not
rename any of the files in the
“Attach” folder.
!
Web Links
You can place links to web pages in your Personal Desktop. Follow these
steps—
1.
Choose ‘Create Web Link’ from the Operations menu (Windows and Linux)
or from the + menu (Mac OS X). A window will open, where you can enter a
Name for the link (this Name will identify the link in your Personal
Desktop)—
Enter the URL (including http:// or https://), and choose “Inline” or “External”
in the Open field, using ‘Paste Special’. If you choose “Inline”, the web page
will be opened in a new window inside Enterprise by HansaWorld. If you
enter “External”, the web page will be opened in your default browser.
2.
When you save, the link will appear in your Personal Desktop with the prefix
“Web Link:”. The Web Link will now be operational.
Removing Items from your Personal Desktop
To remove an item of any kind from your Personal Desktop, highlight it and
either press the Backspace key on your keyboard or select ‘Clear’ from the Edit
menu. If you are using the Mac OS X version of the Enterprise by HansaWorld
application, you can also highlight the item to be removed and click the [-]
button immediately above the Personal Desktop.
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Organising Items from your Personal Desktop: Archives
When you have many items in your Personal Desktop, you can organise them
into Archives. An Archive is a folder that can contain Attachments of all kinds,
including other Archives.
1.
Bring the Master Control Panel to the front by clicking on it, by using the
Ctrl-M/-M keyboard shortcut or by selecting ‘Master Control’ from the File
menu.
2.
Select ‘Create Archive’ from the Operations menu (Windows and Linux) or
from the + menu (Mac OS X). The ‘Create Archive’ window opens, where
you can give the new Archive a name—
When you click the [Save] button, the new Archive will appear towards the
top of the Personal Desktop
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3.
Move the relevant items into the Archive by dragging and dropping onto it.
4.
If you want to work with an item that is in an Archive, double-click the
Archive. A new window will be opened, listing the items that are in the
Archive. This window has the same properties, features and functions as a
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list of Attachments, so you can work with it in the manner described in the
‘Attachments’ section above on page 204.
If the Archive contains another Archive, double-click the second Archive to
open it. The contents and title of the window will change to those of the
second Archive. To go back to the top level (or previous level) Archive, click
the button with the arrow icon (located towards the top left-hand corner of
the window)—
5.
If you want to rename the Archive, first open it as described in step 4 above
and then select ‘Rename Archive’ from its Operations menu.
Enter the new Name of the Archive and click [Save].
6.
You can remove an item from an Archive in one of two ways. First, you can
drag it to the Personal Desktop or to another Archive. Otherwise, to remove
the item altogether, click on it and either press the Backspace key on your
keyboard or select ‘Clear’ from the Edit menu. If you are using the Mac OS
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X version of the Enterprise by HansaWorld application, you can also
highlight the item to be removed and click the [-] button immediately above
the Personal Desktop.
7.
To remove an Archive, click on it in the Personal Desktop and either press
the Backspace key or select ‘Clear’ from the Edit menu (or click the [-]
button). You can only remove empty Archives. To empty an Archive, you
must remove its contents item by item as described in step 6 above.
Key Performance Indicators
The lower part of the Personal Desktop is occupied by Key Performance
Indicators (KPIs)—
KPIs summarise the activity of the company in specified areas during the current
week, month or quarter, and compare that activity with the previous period. If
you have more than one Company in your database, the KPI figures will be
those for the Company you are currently working in.
You can configure your company’s KPIs so that different ones will be seen by
different users. So, if someone else logs in to Enterprise by HansaWorld on your
machine using the [Login] button in the Master Control panel, your KPIs will
disappear, to be replaced with theirs.
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The Trend column illustrates the difference between the Prev. and Current
figures and can contain the following icons—
The Trend is positive by at least 35%, or the Prev. figure
only is zero.
The Trend is positive by between 10% and 35%.
The Trend is between 10% and -10%.
The Trend is negative by between 10% and 35%.
The Trend is negative by at least 35%, or the Current figure
only is zero.
By default, KPI figures will be updated once an hour. If you would like to update
them immediately and you are using the Mac OS X version of Enterprise by
HansaWorld, click the
button to the right of the Trend column.
Depending on how an individual KPI has been configured, you may be able to
click on it and be taken to a web page. A useful web page might be your
HansaWorld SmartView page where you can analyse the statistics in more
detail. Please refer to your local HansaWorld representative for more information
about HansaWorld SmartView. If no web page has been assigned to a KPI,
clicking on it will open a report showing how the KPI figure has been calculated.
For example, clicking on a “Sales Excluding VAT” or “Sales Including VAT” KPI
will cause an Invoice Journal report covering the relevant period to be opened.
For details about configuring KPIs, please refer to the description of the KPIs
setting in the ‘System Module’ manual.
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Keyboard Shortcuts
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Open Registers
Record Window
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Open Linked Record
Operations Menu Create Activity
(standard
Create Invoice
shortcuts)
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OK
Open NL Transaction
Status (e.g. Order Status)
Search
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Report Window
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Routines
Reports
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Ctrl-Shift- or 
Accounting Principles
Enterprise by HansaWorld
Chapter 3: Accounting
Principles
Managing your own business is often a rewarding undertaking, but with it come
a number of obligations. One is the requirement to keep your accounts up to a
certain standard. The legal requirements differ with the type of business and the
country of operation, but regardless of these there can be great advantages in
having your books in order. This chapter describes some of the basic concepts
used in accounting, and their integration into Enterprise by HansaWorld.
Internal and External
Documents
There are two basic types of documents produced by an accounting system:
external and internal documents. External documents, such as invoices,
payment vouchers, VAT reports and tax returns, are produced because
someone outside the business needs them. These are termed “Documents” in
Enterprise by HansaWorld. Internal documents are used inside your company to
make decisions about different things. Examples are price information, sales
statistics, credit limits, payment forecasts etc. These are termed “Reports” in
Enterprise by HansaWorld.
Accounting material should be handled with care. You need the information it
provides to control and to develop your business, and you are also required by
law to keep it up to date and archived in a certain way.
Both the reports handed in to authorities, banks etc. and those you make for
your own use are based on a basic series of transactions. The records of these
basic transactions (sales invoices, cash ledger vouchers, purchase invoices,
bank statements, personnel records and loans) are found among the
documents of any business.
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Transaction Records
A transaction record is the proof of a transaction, e.g. a receipt for something
you have bought, or a bank statement showing that an invoice has been paid by
one of your customers. Every event in the business that involves its finances
should be supported by a transaction record.
You should record all financial events in date order as they occur. When you
record an event in your accounting system, you will do so by creating a set of
journal postings known as a “transaction”. This transaction will classify the event
according to certain accounting rules, allowing it to be included in the correct
area of your reports and ensuring you can recollect the event later. Each
transaction will be distinguished by a unique sequence number. You should
keep their supporting documents (the hard copies of the transactions) in a file,
marked with the same sequence numbers (and with the date on which the
transaction occurred). The transaction should also contain a code, or account,
classifying its nature. This is where your Chart of Accounts comes in as a tool for
the systematic recording of financial events.
Transactions in Enterprise by HansaWorld
Enterprise by HansaWorld features a high level of integration between the
different modules and the Nominal Ledger, where all transactions are recorded.
Whenever you process a transaction in the Sales or Purchase Ledgers in
Enterprise by HansaWorld, an equivalent Nominal Ledger Transaction will
normally be created automatically. For example, when you approve an Invoice
and send it to a Customer, a Nominal Ledger Transaction will be created
automatically to post amounts to the Sales, Debtor and VAT Accounts.
Simultaneously, the Sales Ledger and all reports will be updated. Similarly, when
you receive a payment, you will update the Sales Ledger, and an automatic
Nominal Ledger Transaction will update the Debtor Account and the Bank or
Cash Account as appropriate. In general terms, a record that causes a Nominal
Ledger Transaction to be created (e.g. an Invoice or Stock Movement) is usually
referred to as a “Sub System record” or “Sub System transaction” in Enterprise
by HansaWorld and in these manuals.
Enterprise by HansaWorld
Integration
Transactions
Invoice
Purchase Invoice
Receipt
Payment
N/L Transactions are
generated
automatically
N/L Transactions
entered manually
Nominal Ledger
Through a large number of settings and parameters, you can set up the
accounting environment so that the correct Sales Accounts, cost centres, Cost
Accounts etc. are updated when necessary. The level of automation available is
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extensive, but Enterprise by HansaWorld also allows you full manual control over
the accounting environment. By default, when you install Enterprise by
HansaWorld and import the sample Chart of Accounts supplied with the
program, full integration will be in operation, but you can partially or wholly
switch this off as required.
Below are described some of the more common Sub System transactions.
Sales Invoices
Invoices are demands for payment sent to Customers. You will create (“raise”)
them in the Sales Ledger, which therefore will keep track of how much is owed
to your business by whom. The raising of an Invoice causes a Nominal Ledger
Transaction to be created that debits the Debtor Account (which keeps a tally of
how much your company is owed), credits a Sales Account (it is normal practice
to maintain more than one Sales Account to keep a record of the sales of
different types of product) and, in most cases, credits a VAT Account. This
creation of a Nominal Ledger Transaction will be handled automatically. Below is
shown a typical such Transaction.
There are a number of methods that you can use to choose the Accounts that
will be used in this Transaction. You can set the Debtor Account according to the
Customer Category, you can use different Sales Accounts for the various Item
Groups or individual Items, and you can control the VAT Account through the
VAT Code. In addition, the Transaction can include Cost of Sales postings to the
Stock and Cost of Sales Accounts. The number of options is great, and they are
described in detail in this section.
Each individual Invoice, when approved, determines how the consequent
Nominal Ledger Transaction is to be structured. The Accounts used are chosen
as follows—
Sales Account
Sales Accounts record the sales levels of different types of Items in the Nominal
Ledger. To view and, if necessary, change the Sales Account that will be used
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when you sell an Item, click flip B when you enter an Invoice. The column
marked ‘A/C’ shows the Sales Accounts that will be used for each Item.
When you specify an Item Number in an Invoice row a default Sales Account will
be placed in the A/C field. You can overwrite this default if necessary. The
default will be chosen as follows—
1.
If there is a Price List shown on the ‘Price List’ card of the Invoice and there
is a record in the Price register for the Item/Price List combination, the Sales
Account will be taken from that Price record. If this Sales Account is blank,
or there is no appropriate record in the Price register—
2.
The Sales Account will be taken from the relevant Item record (in the Item
register). If this is blank—
3.
The Sales Account will be taken from the Item Group specified for the Item.
If this is blank, or if no Item Group has been specified for the Item, or if you
have not entered an Item Number in the Invoice row—
4.
The Sales Account in the Account Usage S/L setting will be used.
In the cases of points 2-4, the relevant Sales Account for the Zone to which the
Customer belongs will be used. There are three Zones (Domestic, EU and
Export), and each can have a different Sales Account.
If the selected Account is missing from the Account register, you will be given
the message “Sales Account missing, check Account Usage S/L” when you
mark the Invoice as OK and try to save it.
VAT Account
When you enter an Invoice, you must specify a VAT Code in each row. This code
refers to a specific VAT Code record, which will determine the Output VAT
Account in the subsequent Nominal Ledger Transaction and the rate at which
VAT will be charged. Before entering Invoices, you should have entered the VAT
Code records that you will need in the VAT Codes setting in the Nominal Ledger.
When you enter Invoice rows, you cannot leave the VAT Code field (marked ‘VCd’, visible on flip B) blank. A default will be placed in this field, chosen as
follows—
1.
The Sales VAT Code in the record for the Customer in the Contact register
will be used. Usually, you should only specify a Sales VAT Code for an
individual Customer if for some reason your usual VAT accounting method
does not apply to them (e.g. the Customer is a charity). If this is blank—
2.
The VAT Code will be taken from the appropriate row for the Item or Item
Group in the Customer’s Price List. If this is blank, the Item is not listed in
the Customer’s Price List, or the Customer doesn’t have a Price List—
3.
The VAT Code will be taken from the relevant Item record in the Item
register. If this is blank—
4.
The VAT Code will be taken from the Item Group specified for the Item. If
this is blank, or if no Item Group has been specified for the Item, or if you
have not entered an Item Number in the Invoice row—
5.
The VAT Code entered in the Account Usage S/L setting will be used.
In the cases of points 3-5, the relevant VAT Code for the Zone to which the
Customer belongs will be used. There are three Zones (Domestic, EU and
Export), and each can have a different VAT Code.
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If the selected VAT Code is missing from the VAT Codes setting, you will be
given the message “Code not registered” when you try to save the Invoice.
As shown in the illustration above, the VAT Code will be copied to the
Transaction row crediting the Sales Account. If you would like it to be copied to
the Transaction row crediting the VAT Output Account as well, use the Add VAT
Code to VAT A/C rows option in the Transaction Settings setting in the Nominal
Ledger.
Debtor Control Account
When you specify the Customer in an Invoice, a Debtor Account will be chosen
and shown on the ‘Price List’ card. You can overwrite this default if necessary.
This Account will be chosen as follows—
1.
The Debtors Account specified in the Customer Category to which the
Customer belongs will be used. If this is blank, or if the Customer does not
belong to a Customer Category—
2.
The Debtors Account entered in the Account Usage S/L setting will be used.
If an Invoice is a cash Invoice, it will debit a Cash Account instead of a Debtor
Account. A cash Invoice is one with a “Cash” type Payment Term. The Cash
Account will be chosen as follows—
1.
The Cash Account will be taken from the Payment Term specified in the
Invoice. If this is blank—
2.
The Cash Account entered in the Account Usage S/L setting will be used.
If the selected Account does not exist in the Account register, you will be given
the message “Account not registered” when you try to save the Invoice. If you
have not specified a default Debtor Account in any of the settings mentioned
above, the message will be “Debtors Account missing, check Account Usage
S/L”.
Stock Account and Cost Account
When you sell goods from stock, the Nominal Ledger Transaction created from
an Invoice can include postings for the cost of goods, and for the stock outtake
(together these two postings are known as “Cost Accounting” or “Cost of Sales”
postings in Enterprise by HansaWorld). You can specify that these postings will
be made when you approve Invoices or when you approve Deliveries, or you
can choose not to make these postings at all.
Cost accounting postings will usually only be made for Stocked Items. If you
have specified that cost accounting postings will be made when you approve
Invoices, this will mean that, in addition to posting to the Sales, VAT and Debtor
Accounts, Nominal Ledger Transactions generated from Invoices will debit the
specified Cost of Sales Account and credit the specified Stock Account. Further
settings controlling the operation of cost accounting are discussed in the ‘Stock
Module’ manual.
The Cost of Sales Account debited by such cost accounting postings will be
determined as follows—
1.
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If you are not using the Use Item Groups for Cost Accounts option in the
Cost Accounting setting in the Stock module, the Cost Account for the Item
will be used. If you are using this option, the Cost Account specified on the
‘A/C’ card of the Item Group to which the Item belongs will be used.
Chapter 3: Accounting Principles - Transaction Records
2.
In all other circumstances (e.g. the Cost Account for the Item or Item Group
is blank), the Cost Account specified in the Account Usage Stock setting will
be used.
In all cases, the appropriate Cost of Sales Account for the Zone of the Customer
will be used.
The Stock Account credited by such cost accounting postings will be
determined as follows—
1.
The Stock Account specified for the stock Location will be used. If this is
blank, or if no stock Location was specified in the Invoice—
2.
If you are using the Use Item Groups for Cost Accounts option, the Stock
Account specified on the ‘A/C’ card of the Item Group record will be used.
3.
In all other circumstances, the Stock Account specified in the Account
Usage Stock setting will be used.
Various models (known as “Cost Models”) are available by which the value of
the cost accounting postings will be calculated (for example, cost price, FIFO
price, weighted average cost price). You can use a different Cost Model for each
Item or Item Group, or you can use a single default Cost Model. Full details can
be found in the section describing the Cost Accounting setting in the ‘Stock
Module’ manual.
If any of the selected Accounts do not exist in the Account register, you will be
given the messages “Cost Account missing” or “Stock Account missing” when
you try to save the Invoice.
Round Off Account
If you are using the option to round the Invoice amount to the nearest whole
monetary unit (Euro, Pound etc.), you must specify a Round Off Gain Account in
the Account Usage S/L setting. Optionally you can also specify a Round Off
Loss Account in the same setting: if you do not, rounding gains and losses will
both be posted to the Round Off Gain Account. To switch the rounding option
on, use the Round Off and Currency Round Off settings in the System module.
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Receipts
When a Customer makes a payment against an Invoice, the transaction is
known as a Receipt. In the Nominal Ledger, the raising of a Receipt credits the
Debtor Account and debits the Bank or Cash Account. As with Invoices, you will
usually enter Receipts in the Sales Ledger, where you will allocate them to the
appropriate Invoice(s), and the consequences in the Nominal Ledger will be
handled automatically. Normally, a Receipt will generate a Nominal Ledger
Transaction like this—
When Nominal Ledger Transactions are generated from Receipts, the Accounts
used are selected as follows.
Debtor Control Account
The Debtor Control Account for the Invoice being paid will be transferred to the
Receipt. For details of how this is calculated, please refer to the ‘Debtor Control
Account’ section under ‘Sales Invoices’ above on page 222.
If you do not allocate the Receipt to a specific Invoice (i.e. it is an “On Account”
or “Prepayment” Receipt), the Debtors On Account A/C entered in the Customer
Category or the On Account A/C specified in the Account Usage S/L setting (in
order of priority) will be credited.
Bank or Cash Account
The Bank or Cash Account posting will be determined by the Payment Mode
that you specify in the Receipt. This will refer to a record in the Payment Modes
setting, available in the Sales and Purchase Ledgers. You should list in this
setting the various payment methods that you and your Customers use, such as
cheque, cash and credit card. You can attach a different Account to each
payment method, allowing you to receive payments into different bank and cash
accounts.
If you receive a payment in a foreign currency, the Rate Loss, Rate Gain and
Rate Round Off Accounts will be used. Cash discounts will be posted to the
relevant Cash Discount Accounts, and write-offs from the Sales Ledger will use
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the Write Offs Account. You should specify these Accounts in the Account
Usage S/L setting.
If any of the selected Accounts do not exist in the Account register, you will be
given a message when you try to save the Receipt informing you which Account
is missing.
Purchase Invoices
Purchase Invoices are demands for your company to make payments. You will
usually record them in the Purchase Ledger, which you will use to monitor these
invoices and to record payments against them. The Purchase Ledger allows you
to find out how much money you owe to your creditors, and you can use it to
make a forecast of future payments.
Most transactions in the Purchase Ledger mirror similar transactions in the Sales
Ledger. Therefore, as with a Sales Invoice, a Nominal Ledger Transaction
created from a Purchase Invoice will normally affect three Accounts: the Creditor
Account will be credited, one or more Purchase Accounts will be debited and, in
most cases, the VAT Account will also be debited. Defaults for the Accounts
affected are taken from the Account Usage P/L setting, and they are selected
using the priority rules described below.
Purchase/Cost Account
Purchase Accounts (also known as Cost Accounts) record the levels of
purchases of different types of Items. When you enter a Purchase Invoice, you
should enter a Purchase Account in each row (in the column marked ‘A/C’).
Different rows can have different Purchase Accounts.
In some instances a default Purchase Account will be placed in the A/C field in
the first row of a Purchase Invoice. This default will appear if you have specified
a Cost Account on the ‘Accounts’ card of the Contact record for the Supplier.
You might specify such a default for Suppliers of services (such as electricity or
telephone services), whose Purchase Invoices will always be posted to the same
Account.
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When you create Purchase Invoices from Purchase Orders and Goods Receipts,
the Purchase Account in each row will depend on the set of Purchase Order
Item Transfer Control options in the Purchase Invoice Settings setting in the
Purchase Ledger. These options operate in the following manner—
Consolidate Items to Supplier Cost Account
The ordered Items will be grouped together in a single row
in the Invoice indicating that they are to be posted to the
same Cost Account (taken from the Cost Account on the
‘Accounts’ card of the Contact record for the Supplier). If
the Items on the Purchase Order have different VAT Codes,
there will be a separate row on the Invoice for each VAT
Code. Objects specified in Purchase Order rows will not be
transferred to the Invoice.
Consolidate by Items and Project
The Purchase Invoice will feature a separate row for each
received Item/Project/Object combination on the Purchase
Order. The Cost Accounts will be the Purchase Accruals
Accounts for the Item Groups to which the Items belong (if
you are using the Use Item Groups for Cost Accounts
option in the Cost Accounting setting in the Stock module)
or the Purchase Accruals Account on the ‘Purchase Cost’
card of the Account Usage Stock setting (otherwise). If
there is no Purchase Accruals Account, the Cost Account
on the ‘Accounts’ card of the Contact record for the
Supplier will be used. Objects specified in Purchase Order
rows will be transferred to the corresponding rows in the
Invoice.
Transfer Each Row Separately
Each ordered Item will have its own row on the Invoice. The
Cost Accounts will be the Purchase Accruals Account on
flip B of the Purchase Order, the Purchase Accruals
Accounts for the Item Groups to which the Items belong (if
you are using the Use Item Groups for Cost Accounts
option in the Cost Accounting setting in the Stock module)
or that on the ‘Purchase Cost’ card of the Account Usage
Stock setting (otherwise), or the Cost Account on the
‘Accounts’ card of the Contact record for the Supplier.
Objects specified in Purchase Order rows will be
transferred to the corresponding rows in the Invoice.
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VAT Account
When you enter a Purchase Invoice, you must specify a VAT Code in each row.
This code refers to a specific VAT Code record, which will determine the Input
VAT Account in the subsequent Nominal Ledger Transaction and the rate at
which VAT will be charged. Before entering Purchase Invoices, you should have
entered the VAT Code records that you will need in the VAT Codes setting in the
Nominal Ledger.
When you enter Purchase Invoice rows, you cannot leave the VAT Code field
(marked ‘V-Cd’) blank. A default will be placed in this field, chosen as follows—
1.
The Purchase VAT Code in the record for the Supplier in the Contact
register will be used. If this is blank—
2.
The VAT Code specified for the relevant Account in the Account register will
be used. If this is blank—
3.
The VAT Code specified in the Account Usage P/L setting will be used.
In the last case, the relevant VAT Code for the Zone to which the Supplier
belongs will be used. There are three Zones (Domestic, EU and Export), and
each can have a different VAT Code.
Although you can specify VAT Codes for both Suppliers and Accounts (as
described in points 1 and 2 above), it is important you do not mix these methods
of setting default VAT Accounts. You should only specify a VAT Code for a
Supplier if for some reason the standard VAT rates will not apply to them.
If the selected VAT Code is missing from the VAT Codes setting, you will be
given the message “Code not registered” when you try to save the Purchase
Invoice.
As shown in the illustration above, the VAT Code will be copied to the
Transaction row debiting the Purchase/Cost Account. If you would like it to be
copied to the Transaction row debiting the VAT Input Account as well, use the
Add VAT Code to VAT A/C rows option in the Transaction Settings setting in the
Nominal Ledger.
Creditor Control Account
When you specify the Supplier in a Purchase Invoice, a Creditor Account will be
chosen and shown on the ‘Comment’ card. You can overwrite this default if
necessary. This Account will be chosen as follows—
1.
The Creditor Account specified for the Supplier in the Contact register will
be used. If this is blank—
2.
The Creditor Account will be taken from the Supplier Category to which the
Supplier belongs. If the Supplier does not belong to a Supplier Category but
instead belongs to a Customer Category, the Creditor Account will be taken
from there. If these Accounts are blank, or the Supplier does not belong to a
Category of either type—
3.
The default Creditors Account entered in the Account Usage P/L setting will
be used.
4.
If you have switched on the Prel. Book check box in the Purchase Invoice, a
Preliminary Creditors Account will be used, taken from the Account Usage
P/L setting. When you finally approve the Purchase Invoice, this preliminary
transaction will be replaced with a final transaction, using the correct
Creditor Account determined as above.
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If an Invoice is a cash Invoice, it will credit a Cash Account instead of a Creditor
Account. A cash Invoice is one with a “Cash” type Payment Term. The Cash
Account will be chosen as follows—
1.
The Cash Account will be taken from the Payment Term specified in the
Invoice. If this is blank—
2.
The Cash Account entered in the Account Usage P/L setting will be used.
If any of the selected Accounts is missing from the Account register, you will be
given the message “Account not registered” when you try to save the Purchase
Invoice. If you have not specified a default Creditor Account in any of the
settings mentioned above, the message will be “Creditor Account missing.
Check Account Usage P/L” or, if step 4 above applies, “Preliminary Account not
found, check Account Usage P/L”.
Payments
A Payment is the Purchase Ledger equivalent of a Receipt: it is the transaction
that occurs when you pay a Supplier’s Purchase Invoice. In the Nominal Ledger,
the raising of a Payment debits the Creditor Account and credits the Bank or
Cash Account. You will usually record Payments in the Purchase Ledger, where
you will allocate them to the appropriate Invoice(s), and the consequences in the
Nominal Ledger will be handled automatically. Normally, a Payment will generate
a Nominal Ledger Transaction like this—
When Nominal Ledger Transactions are generated from Payments, the Accounts
used are selected as follows.
Creditor Control Account
The Creditor Control Account for the Purchase Invoice being paid will be
transferred to the Payment. For details of how this is calculated, please refer to
the ‘Creditor Control Account’ section under ‘Purchase Invoices’ above on page
227.
If you do not make the Payment against a specific Purchase Invoice (i.e. it is an
“On Account” or “Prepayment” Payment), the Creditors On Account A/C entered
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in the Contact record for the Supplier will be debited. If this is blank, the On
Account A/C in the Supplier Category to which the Supplier belongs will be
used. If the Supplier does not belong to a Supplier Category but instead belongs
to a Customer Category, the Creditors On Account A/C in that Customer
Category will be used. If these Accounts are blank, or the Supplier does not
belong to a Category of either type, the On Account A/C in the Account Usage
P/L setting will be debited.
Bank or Cash Account
The Bank or Cash Account posting will be determined by the Payment Mode
that you specify in the Payment. This will refer to a record in the Payment Modes
setting, available in both the Sales and Purchase Ledgers. You should list in this
setting the various payment methods that you use, such as cheque, cash and
credit card. You can attach a different Account to each payment method,
allowing you to issue payments from different bank and cash accounts.
If you need to make a payment in a foreign currency, the Rate Loss, Rate Gain
and Rate Round Off Accounts will be used. Cash discounts will be posted to the
relevant Cash Discount Accounts. You should specify these Accounts in the
Account Usage P/L setting.
If any of the selected Accounts do not exist in the Account register, you will be
given a message when you try to save the Payment informing you which
Account is missing.
Expenses
The Expenses module functions as a creditors/debtors ledger for employees.
Here you can record advances and settlements for each individual, and
Enterprise by HansaWorld can post each event to the Nominal Ledger
automatically. To use the Expenses ledger, you must assign an Account for
advances and settlements to each Person. Normally, you will use the same
Account for each employee, separating the individuals with the help of Objects
(see below). Enter this Account Number on the ‘Accounts’ card of each Person
record. Having done this, you can record expense claims in the Expense register
in a similar manner to Purchase Invoices, and advances and payments to
employees in the Personnel Payment register in a similar manner to Payments.
Credits and Loans
Most companies have one or more loans, and you must keep records of the
management of the loans, i.e. interest payments, instalments etc.
Stock
In every business where stocks are kept, there are by necessity differences
between recorded stocks, physical stocks and stock values, for the simple
reasons that things break or disappear or that mistakes are made in shipping,
recording etc. In Enterprise by HansaWorld, stock values are kept both in the
Stock module and as Account balances in the Nominal Ledger. It is very difficult
to have absolute agreement between FIFO stock levels and Nominal Ledger
Stock Account balances, and every business must decide for itself how
important it is to minimise differences. There is a price to be paid for precision.
The smaller the tolerance for errors, the greater the control apparatus will be,
and the greater the cost. There is a trade-off of control costs against precision
that every company must decide for itself.
The Stock module contains separate registers for Goods Received, Deliveries,
Stock Movements (internal stock transfers between Locations) and Stock
Depreciations. Whenever you enter and approve a new record in any of these
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registers, the physical stock levels of the Items involved and the stock valuation
in the Nominal Ledger will both be updated automatically. In the second case,
each stock record causes a Nominal Ledger Transaction to be generated, thus
updating the stock valuation in the Nominal Ledger. Stock levels and valuations
can also be updated automatically from Invoices.
Whenever you remove an Item from stock (e.g. using a Delivery or Stock
Depreciation), the value of that Item will be calculated using a Cost Model. This
value will be subtracted from the stock valuation in the Nominal Ledger. The
Cost Model is also used by the Stock List report to calculate the value of your
stock. You can choose the Cost Model that is most suitable for your business:
the available options are Cost Price, % of Base Price (i.e. % of sales price),
Weighted Average, FIFO (“First In First Out”) and LIFO (“Last In First Out”). In
the case of Items with Serial Numbers, you can also use a Cost Model that
connects the actual value of an Item to its Serial Number. Please refer to the
‘Stock Module’ manual for more details about Cost Models.
The following examples illustrate the receiving of Items into stock, valuing them
and delivering them. The values in the illustrations are calculated using the FIFO
Cost Model: if you are using a different Cost Model, the workflow will be the
same but the values may differ.
Illustrated below is an example Goods Receipt, recording the arrival of three
units of Item 10118 into stock at a price of 4.00 each—
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This is the Nominal Ledger Transaction generated by the Goods Receipt, which
updates the stock valuation in the Nominal Ledger with the value of the goods
received into stock—
When you receive goods into stock, the Stock Account will be debited with the
cost of goods, and a Creditor Suspense Account (usually given the terms
“Purchase Accruals Account” or “Purchase Control Account” in the program and
in these manuals) will be credited until the Purchase Invoice arrives. The Stock
Account used is the one specified in the Locations setting in the Stock module
or, if that is blank, in the Account Usage Stock setting.
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Depending on local accounting conventions, you can add purchase costs,
freight and customs costs to the stock value in the Goods Receipt record, or
leave them out until the Purchase Invoice arrives. If you add them at the time of
receipt into stock, their values will be added to the Stock Account, and credited
against the Freight and Customs Accrual Accounts specified in the Account
Usage Stock setting—
After receiving two further shipments of Item 10118 into stock, the Stock List
report (Detailed version illustrated below) will provide a stock valuation. As the
default valuation method (Cost Model) is FIFO, the stock valuation will be
calculated using the individual FIFO values from the relevant Goods Receipts—
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You can also produce Stock List reports using alternative Cost Models e.g.
Weighted Average—
When you sell goods, stock balances will be reduced and the Stock Account will
be credited. The value credited to the Stock Account and debited to the Cost of
Sales Account will be calculated using the usual Cost Model (FIFO in this
example).
In the following example, we will sell and ship all 26 units of Item 10118. In the
Delivery record that records this shipment, the total FIFO value of these 26 units
will be placed automatically in the Row FIFO field on flip C when we mark the
Delivery as OK and save it. (Although this field is named “Row FIFO”, it actually
shows the cost of sales value of the delivered Items and therefore shows the
total FIFO, LIFO, Weighted Average or other value of the delivered Items,
depending on the Cost Model. The example currently being described uses the
FIFO Cost Model.)
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This total cost of sales (in this case, FIFO) value will be the figure credited to the
Stock Account and debited to the Cost of Sales Account in the Nominal Ledger
Transaction created when you approve the Delivery (i.e. mark it as OK and save
it, after which it can no longer be modified)—
The Item History report in the Stock module shows that because we are using
the FIFO Cost Model, this total cost of sales value is calculated using the
average FIFO value per unit of the Items sold—
In this case, because we sold our entire stock, there is no difference between
the stock value and the Stock Account value.
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In the following example, we have received into stock twenty units of Item 10127
using two separate Goods Receipt records. The first Goods Receipt records the
receiving of ten units at a price of 8.00 per unit, and the second records the
receiving of ten at a price of 9.00 per unit—
We will deliver 12 units of Item 10127. In the Delivery record, their total cost of
sales (FIFO) value is shown on flip C to be 98.00 (i.e. 8.1667 per unit)—
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Again, this total cost of sales value will be the figure credited to the Stock
Account and debited to the Cost of Sales Account in the Nominal Ledger
Transaction created when we approve the Delivery—
As the FIFO Cost Model is being used, the price per unit in the Delivery and
consequent Nominal Ledger Transaction in this example is calculated on a strict
FIFO basis. This dictates that the units shipped were all ten of those purchased
at the earlier price (8.00 per unit) and two of those purchased at the later price
(9.00), as follows—
(10 x 8) + (2 x 9) = 8.1667
12
This is shown when we produce an Item History report after issuing the
Delivery—
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The Stock List now values the remaining eight units at 9.00 each, the purchase
price per unit in the second Goods Receipt record—
In Enterprise by HansaWorld, you will always create Deliveries from Orders.
Included in each Order record (in the footer of the ‘Items’ card) is a Gross Profit
figure. Usually and as illustrated below, this is calculated using the standard
Cost Prices of the Items on the Order, although you do have the option to
calculate it using their cost of sales values. The standard Cost Price of an Item is
the Cost Price recorded in the Item register. Standard Cost Prices will be shown
on flip C of each Order: in this example, the standard Cost Price per unit of Item
10127 is 10.00—
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This calculation is also used in the GP, Orders report in the Sales Orders
module—
You can have the standard Cost Price of each Item updated to be the last actual
purchase price (the one used in the most recent Goods Receipt record). You
can do this using two methods—
1.
The Stock module contains an ‘Update Item Cost Price’ Maintenance
function. This is not an automatic function: it is your decision whether and
when to use it. Each time you run this function, it will transfer the last
purchase price to the Cost Price field of each Item record.
2.
If you would like the Cost Price of an Item to be updated automatically with
the latest purchase price each time you enter and approve a Goods
Receipt, use one of the Upd. Cost Price At Goods Receipt options in each
Item record (‘Costs’ card).
In the example above, the Gross Profit of the Order would have been reduced by
12 if you had updated the Cost Price of Item 10127 using either method before
you created the Order.
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Chart of Accounts
Accounts are the Nominal Ledger headings that you use to classify all financial
transactions: each Nominal Ledger Transaction described above posts to two or
more Accounts. The organisation of these Accounts is known as a “Chart of
Accounts”: a systematic list of how assets, liabilities, income and expenses are
to be classified and thus the basis for your accounting reports. The logic that
you use in this classification determines the usefulness of your reports. Drawing
up a satisfactory Chart of Accounts requires careful consideration.
In designing a Chart of Accounts, it is usual practice to group Accounts together
according to type. For example, all Sales Accounts should have similar Account
Numbers, different Bank Accounts should have similar Account Numbers and so
on. This will ensure that they appear together in reports. You should leave room
in the structure so that you can insert new Accounts, the need for which is
currently unforeseen, in the right place. If your business develops into new
products, for example, you should be able to create Sales Accounts for those
new products with similar Account Numbers to the existing Sales Accounts.
In traditional accounting systems, a Chart of Accounts is divided into account
classes, following a decimal classification. Two or three classes are reserved for
Balance Sheet Accounts, one class is normally reserved for internal accounting
and year-end operations, and the remaining five or six classes are used for
revenue and cost classification.
Typical Charts of Accounts, including that supplied as a template with Enterprise
by HansaWorld, follow the model illustrated below. They usually divide Accounts
into two groups, named after the report in which they appear.
Profit & Loss
This report shows the trading profit or loss of your
business, usually at the end of a month or year.
Balance Sheet
This report shows the assets, liabilities and capital of your
business at the moment of printing.
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Sample Structure of Chart of Accounts
Profit & Loss (P & L)
Description
Account
Number
Range
Account
Type
Sales
100-199
Income
Cost of Sales
200-299
Expense
300-599
Expense
Fixed Assets
600-699
Asset
Current Assets
700-799
Asset
Current Liabilities
800-899
Liability
Gross Profit = Sales - Cost of Sales
Overheads
Net Profit = Gross Profit - Overheads
Balance Sheet
Net Current Assets = Current Assets - Current Liabilities
Long Term Liabilities
900-949
Liability
Total Net Assets = Fixed Assets + Net Current Assets - Long Term Liabilties
Equity
950-999
Equity
Profit/Loss Year To Date
Net Profit
from P & L
Income
Total Equity = Equity + Profit/Loss Year To Date
!
Your Chart of Accounts should
be drawn up in consultation with
your accountant or financial
adviser.
Please refer to the ‘Importing Sample Data’ section above on page 61 for details
about using the template Chart of Accounts supplied with Enterprise by
HansaWorld.
Objects
A properly formulated Chart of Accounts allows you to analyse your company’s
activities, but the level of this analysis is limited. For example, it may allow you to
analyse your sales and cost of sales by type of Item, but you will not also be
able to analyse them by geographical area, type of business, salesperson or
department.
Normally, a typical business will require three basic levels of analysis—
•
The KIND of income or expense - material, labour, transport, telephone etc.
•
The COST CENTRE, i.e. the department or organisational unit that carries
the responsibility for incurring the expense or realising the revenue.
•
The COST BEARER, normally the output, product or service produced.
In some businesses, there is a requirement to add further dimensions that are
not subdivisions of the above, such as geographical areas.
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Conceptually, the accounting situation can be illustrated using a threedimensional table—
Cost Centres
Unit A
Revenue
Audio
Costs
Material
100
-10
90
-12
Labour
GP
Sales & Distribution
Marketing
GP2
Costs
Material
Labour
-13
Labour
GP
-18
-8
Sales & Distribution
Marketing
49
GP2
100
-10
90
-12
-13
GP
GP2
Sales
less Discounts
Net Sales
Costs
Material
Labour
65
GP
-18
-8
Sales & Distribution
Marketing
49
GP2
Revenue
Products
Costs
Material
Unit C
Unit D
Total
Revenue
100
-10
90
Sales
less Discounts
Net Sales
Costs
Material
-12
100
-10
90
-12
-13
Labour
-13
65
GP
65
-18
-8
Sales & Distribution
Marketing
-18
-8
49
GP2
49
Revenue
Sales & Distribution
Marketing
Home
Cinema
Sales
less Discounts
Net Sales
65
Revenue
Sales
less Discounts
Net Sales
Accessories
Unit B
Revenue
Sales
less Discounts
Net Sales
100
-10
90
-12
-13
65
-18
-8
49
Revenue
Sales
less Discounts
Net Sales
100
-10
90
Sales
less Discounts
Net Sales
100
-10
90
Costs
Material
Labour
-12
-13
Costs
Material
Labour
-12
-13
GP
65
GP
65
Sales & Distribution
Marketing
-18
-8
Sales & Distribution
Marketing
-18
-8
GP2
49
GP2
49
Revenue
-
Sales
less Discounts
Net Sales
100
-10
90
Costs
Other
Material
Labour
-12
-13
GP
Total
65
Sales & Distribution
Marketing
GP2
-18
-8
49
In traditional accounting systems, each accounting transaction will be classified
using the Chart of Accounts. A Chart of Accounts is a list of Accounts. By
definition it is one-dimensional. Through various means, Accounts in this list will
be divided into sub-classes down one or more levels, and the result is a
hierarchical tree structure of classifications.
Revenues
Sales Rev.
Unit A
Unit B
Equipment
Audio
Accessories
Other Rev.
Home Cinema
Sales of Assets
Capital Rev.
Costs
Cost of Sales
Unit A
Unit B
Equip. Costs
Audio
Accessories
Manuf. Costs
Home Cinema
Unit A
Unit B
A result of the hierarchical tree structure classification is inevitably that cost type,
profit centre and cost bearer classifications are scattered all over the Chart of
Accounts. This makes the description of reports complicated and cumbersome,
since information will have to be picked up individually from many different
Accounts, in order to produce different types of “Functional” result reports.
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To simplify the structure many accounting systems subdivide the “account
string” into different parts, each indicating cost type, department, project,
product etc. This is only a partial solution. The only logically viable solution to
truly multi-dimensional accounting is to use an “Object” classification in each
accounting transaction. Using this method, the Chart of Accounts will contain
account specifications for the kind of revenue, expenditure, asset, liability or
equity, while the Objects will represent the remaining information (i.e. cost type,
department, project, product etc). Each accounting transaction will consist of an
Account Number, an amount, a date, and one or more Object classifications.
Referring to the illustration above, a wages payment for selling radios in Unit B
would contain the following information—
Number
970001
Date
010114
Account
300 Wages & Salaries
Text
“Any written description”
Amount
Debit 15420.25
Objects
Unit B, Audio Sales
This Object classification makes it simple to show every transaction entered for
each product, unit and cost type, and to produce separate profit and loss
statements for each section of the business (e.g. to show the profitability of Unit
B and of Audio Sales).
The use of Objects is not limited to Income and Cost Accounts. You can use
Objects with all types of Accounts, including Asset, Liability and Equity
Accounts.
In the following section we will show how you can use Objects in Enterprise by
HansaWorld to obtain the information and analysis that you need to improve the
efficiency of your business.
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Objects in Enterprise by HansaWorld
You can use Objects in Enterprise by HansaWorld to classify your transactions in
various ways. In this section, we will illustrate the use of Objects using as an
example the requirement to analyse sales by geographical area, type of
business, salesperson and type of Item. If your business has several offices or
branches, you could also use Objects to analyse the sales performance of each
office or branch. In fact, you can assign up to 30 Objects to each transaction
(with 20 being a more practical limit), providing you with very extensive reporting
possibilities. To set up such a system, follow these steps—
1.
The first step is to define Object Types, using the setting in the Nominal
Ledger. In the example, we will need four Object Types for geographical
area, type of business, type of Item and sales person—
2.
The next step is to define the Objects themselves, using the Object register
that is available in both the Nominal Ledger and System module. Each
Object should belong to an Object Type—
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3.
When you enter a record to the Person register in the System module for
each member of staff, you can assign one Object on the ‘Accounts’ card—
In this example, we will illustrate using these staff Objects to analyse sales
made by each salesperson. The relevant Object will automatically be used
in all sales made by each Person.
Staff Objects are also used in the Expenses module. If you will be using this
module, it is recommended that you use a different Expenses Control
Account for advances and settlements (Account 826 in the illustration
above) for each Person. If this is not possible, you should at least use a
separate Object for each Person. If you do not have a unique
Account/Object combination for each Person, the Periodic Personnel
Statement report will not be correct because it will not be able to calculate
separate balances for each Person.
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4.
When you enter a Customer record to the Contact register, you can assign
Objects to it. These Objects will automatically be used in all sales
transactions involving the Customer. You can assign several Objects to a
Customer, separating each Object using commas. The Object field can
contain up to 60 characters. As mentioned above, this means you can
assign up to 30 Objects to a Customer, taking the commas into account.
However, it is recommended that you use Object Codes with at least two
characters, so the more usual limit is 20 Objects.
For each Customer, enter one Object belonging to the “AREA” and “BUS”
Types in the Sales Objects field on the ‘Accounts’ card, separated by a
comma—
Do not enter more than one Object belonging to the same Type, because
you cannot use more than one Object belonging to the same Type in a
sales transaction. There is no need to enter an Object representing the
sales person, because this will be supplied to each sales transaction from
the Person register.
The Object field is in some ways similar to the Classification field on the
‘Contact’ card. Both fields can contain several entries separated by
commas, and sometimes the information will be the same in both fields.
The Classification field will provide analysis for CRM purposes (marketing,
mailshots, etc.), while the Object field will provide accounts analysis in the
Nominal Ledger. In this example, the geographical area and type of
business of the Customer is useful information for both purposes, so it
should be entered both in the Classification field and in the Sales Objects
field.
The Purch. Objects field operates in the same way as the Sales Objects
field, but is used for Suppliers (i.e. in purchase transactions).
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5.
246
When you enter each Item to the Item register, you can similarly assign
Objects to it, using the Objects field on the ‘Pricing’ card. In this example,
enter an Object belonging to the “ITEM” Type. As shown in the illustration,
you should typically use Objects representing the general type of Item, not
the exact model (i.e. an Object for Audio Equipment is to be preferred to an
Object for the Digital Radio)—
Chapter 3: Accounting Principles - Chart of Accounts
6.
As already mentioned, the Objects assigned to each Customer, Person and
Item will automatically be transferred to all sales transactions. However,
there may be Customers or Items that do not have Objects, perhaps
because there was insufficient information to be able to assign the correct
Objects when the record was first created (e.g. it was not possible to assign
an Object belonging to the “BUS” Type because the nature of the
Customer’s business was not known). As a result, sales transactions using
these Customers or Items will not contain the complete set of Objects, so
the subsequent Object analysis will be incomplete if not inaccurate.
To guard against this, use the Object Type Control setting in the Nominal
Ledger to ensure that every sales transaction contains Objects belonging to
the correct Types—
In the example illustrated above, we have specified that whenever we use
an Account between 100 and 199 (i.e. any of our Sales Accounts) or one
between 200 and 299 (i.e. any of our Cost of Sales Accounts), it must be
together with Objects belong to each of the “AREA”, “BUS”, “PERS” and
“ITEM” Object Types. We will not be able to save the transaction if an
Object belonging to at least one of these Types is missing. Accounts 100
and 199 are separated by a colon, signifying a range i.e. all Accounts
between 100 and 199. Use a comma to separate the two ranges 100:199
and 200:299: this has been done in the example to illustrate separating two
ranges of Accounts, although in this case as shown on the last line we
could also use one large range to the same effect.
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7.
248
Whenever you use the Customer in a Sales Invoice or in any record that will
eventually lead to an Invoice (i.e. Quotation, Order, Project, Service Order),
the Customer’s Objects and that of the Salesman will be brought in
automatically. In the case of the Order, they will be visible in the Objects
field on the ‘Terms’ card. When you add Items to the Order, their Objects
will be brought in to flip B of the ‘Items’ card—
Chapter 3: Accounting Principles - Chart of Accounts
8.
If you need to raise a Purchase Order for the Items on the Sales Order, the
Objects from the Items will be brought in to flip B of the Purchase Order. As
mentioned in step 4, you can specify separate Purch. Objects in each
Contact record for use in purchase transactions. In this example, a Purch.
Object (“SUPP”) has been specified for the Supplier and this will be brought
in automatically to the Objects field on the ‘Terms’ card—
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From the Purchase Order, these Objects will be transferred to the Goods
Receipt—
In the resulting Nominal Ledger Transaction (illustrated on the next page),
the Objects representing the Items are assigned both to the credit postings
to the Purchase Accruals Account and to the debit postings to the Stock
Account. The Object representing the Supplier is assigned to the credit
postings to the Purchase Accruals Account.
There are various options that you can use to control the postings to which
Objects will be assigned. In this example, the Supplier Object has not been
assigned to the debit postings to the Stock Account because we are not
using the Supplier Object on Stock A/C option in the Account Usage P/L
setting.
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When you create the Purchase Invoice from the Purchase Order, the
Objects will again be included—
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These Objects will be transferred to the debit postings to the Purchase
Accruals Account(s)—
In this example, the Supplier Object has not been assigned to the posting to
the Creditor Account because the Objects on Creditors A/C option in the
Account Usage P/L setting is not being used, and it has not been assigned
to the posting to the Input VAT Account because we are also not using the
Objects on VAT Account option (again in the Account Usage P/L setting).
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9.
On the sales side, the Customer, Person and Item Objects will all be
transferred from the Order to the Delivery and to the resulting Invoice—
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At any stage in the process, you can change the Objects (subject to Object
Type Control if you are using that setting as described in step 6 above) or
add extra ones if you need to. If a record already contains an Object and
you decide to choose a new Object using the ‘Paste Special’ feature, type
the comma or colon before opening the ‘Paste Special’ list. This will cause
the next Object to be added to the one(s) already there. Otherwise, the
previous Object will be overwritten.
Usually, the ‘Paste Special’ list of Objects is the standard one—
You can find the Object that you need by sorting the list by Object, Type or
Name.
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However, if you are using the Object Type Control feature, the standard
‘Paste Special’ list when opened from the Invoice will be replaced by the
‘Assisted Object Entry’ window—
In the example illustrated above, we opened the ‘Assisted Object Entry’
window from the Object field on flip B of the ‘Items’ card. The window
therefore prompts us to enter Objects belonging to the “AREA”, “BUS”,
“PERS” and “ITEM” Object Types, since we have to use Objects belonging
to these Object Types together with all Sales Accounts. Using ‘Paste
Special’ in the usual way, enter an Object belonging to each Type in the
appropriate field. ‘Paste Special’ here will only list the Objects belonging to
the Type in question. Use the Extras field if you want to add another Object
belonging to a fifth Type.
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10. When we approve and save the Invoice, the “MID” and “RET” Objects from
the Customer, the “FF” Object from the Person and the appropriate Object
from the Item will be attached to the postings to the Sales and the Cost of
Sales Accounts. These Objects will be arranged in alphabetical order
automatically—
As on the purchase side, there are various options that you can use to
control the postings to which Objects will be assigned. In this illustration, we
are using the Object on Stock Account option in the Cost Accounting
setting, so Objects have also been attached to the posting to the Stock
Account. We are not using the Objects on Debtors A/C option in the
Account Usage S/L setting, so Objects have not been assigned to the
posting to the Debtor Account. We are also not using the Objects on VAT
Account option (again in the Account Usage S/L setting): if we were, the
“MID” and “RET” Objects from the Customer and the “FF” Object from the
Person would be assigned to the posting to the Output VAT Account.
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11. As shown in the previous steps, once you have allocated Objects to your
Customers, Persons and Items, they will be transferred via every Invoice to
the Nominal Ledger automatically. After entering some more transactions to
make the example more complete, you can now produce Profit & Loss
reports for each Object, or for any Object combination. For example, to see
the profitability of sales to retail Customers, produce a report for the “RET”
Object—
This is the resulting report—
You can also produce a Profit & Loss report for a particular Object Type, to
compare the profitability of each Object belonging to that Object Type. For
example, you could produce a report for the “PERS” Object Type, to
compare the profitability of the sales made by each Person or, as shown in
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the illustration below, on the “BUS” Object Type, analysing the profitability
of sales to Customers of each business type—
If you need to see individual profit figures for each Object belonging to the
“BUS” Object Type, produce an Object Results report for this Object
Type—
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If you need to see individual profit and margin figures for each Object
belonging to the “BUS” Object Type, produce an Object/Quantity Results
report for this Object Type—
You can also produce reports for a combination of Objects. For example, to
report on sales by Person FF to retail Customers, produce a report for the
“FF” and “RET” Objects, separated by a comma—
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Because you specified two Objects separated by a comma, the calculations
in the report will only use those postings with both Objects—
The Nominal Ledger report offers exceptionally powerful multi-level Object
analysis. For example, you can use it to list the sales Person FF made to
each member of the “BUS” Object Type, by entering Object “FF” in the
Loop 2 field and Object Type “BUS” in the Loop 3 field (the Loop 2 and
Loop 3 fields are on card 2 of the specification window). In this example, we
are reporting on Accounts 199 (sales) and 240 (cost of sales)—
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This is the resulting report (produced using the Show Object and Balances
Only options for clarity)—
If we change the Loop 2 field to the “PERS” Object Type, the report will
show the sales made by each Person (i.e. each member of the “PERS”
Object Type) to each Business Type—
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12. If you need more detail, you can create a Key Financial Ratio report with the
appropriate Key Ratios. For example, you can create a report that will show
the sales made by each Person to each Business Type together with
profitability figures. This is a sample report definition—
Row 3 will print the total sales value for Person FF (i.e. the total of all
postings with Object “FF” to the Sales Accounts between 100 and 199)
while row 4 will print the cost of those sales and row 5 will subtract the costs
from the sales, Please refer to the ‘Nominal Ledger’ manual for more details
about configuring Key Financial Ratio reports.
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When you produce the report, specify the “BUS” Object Type. This will
cause the report to contain separate sections for each Object belonging to
that Object Type—
This is the resulting report—
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As shown above, the Object feature is a very powerful one, allowing you to
produce profitability reports in the Nominal Ledger for any cost centre (e.g.
departments, Customer and Item types, employees and geographical areas) on
its own or in any combination.
If you have the Job Costing module, you can also assign a dedicated Object to
each Project. This Object will be attached automatically to every transaction
related to the Project (e.g. Items supplied, work done, expenses incurred), so
Project profitability will be easy to ascertain. Any work carried out by an
employee will contain that employee’s Object in addition to the ones for the
Project and the Customer, once again allowing very detailed analysis. More
details about this can be found in the ‘Job Costing’ manual.
All Objects can span several years. This is a consequence of the continuous
database used by Enterprise by HansaWorld, where the end of year is simply a
user-defined reporting interval. The Object balances are thus automatically
transferred from one fiscal year to the next. This gives you the ability to keep
track of the budget and results of an Object (e.g. a building project) for several
years.
You can close an Object, to prevent further postings to it. Working in the Object
register (in the Nominal Ledger or the System module), tick the Closed check
box to close it. If you want to open the Object again later, you simply click in the
box again to remove the check.
Hierarchical Objects
A hierarchical Object is one that consists of a string or sequence of Objects.
Instead of having to remember to assign several Objects to each Transaction,
when you use hierarchical Objects, you only need assign one Object and the
others will be assigned automatically. This makes assigning Objects easier and
faster and reduces the risk of making mistakes.
You can define a hierarchical Object in the Object register by entering the string
or sequence of Objects in the Hier. Objects field. In the following example, we
have defined an Object for the Person NB. In the Hier. Objects field we have
entered Objects for the department and the office for which that Person works.
These Objects must already exist in the Object register—
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When you use the “NB” Object in a transaction of any kind, the string of Objects
in the Hier. Objects field (in this case, “DEPT1” and “OXFORD”) will also be
assigned automatically. The example below shows the “NB” Object being used
in an Expense record recording travel expenses—
In the Nominal Ledger Transaction resulting from this Expense record, the Hier.
Objects will be added to the “NB” Object automatically. So, whenever you
record a cost incurred by or a sale made by this Person, using the single “NB”
Object will guarantee the correct assignment of the “DEPT1” and “OXFORD”
Objects as well, in alphabetical order—
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Hierarchical Objects are very useful when you need to need to enter Nominal
Ledger Transactions (journal postings) manually, because in this case no
Objects will be offered by default. They help ensure you always assign the
correct Objects, and the correct number of Objects. In the example illustrated
below, we are entering a Nominal Ledger Transaction recording Person NB’s
salary, and we have just entered the “NB” Object—
As soon as we press the Tab, Enter or Return key to move to the next field, the
string of Hier. Objects from the “NB” Object will be added to that Object—
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You can include a hierarchical Object in the definition of another. Illustrated
below is an Object representing NB’s company car—
Since we have entered “NB” in the Hier. Objects field and “NB” itself contains
hierarchical Objects, when we use the “ASTRA_1” Object to record the running
costs of this car, it will expand to the combined contents of “ASTRA_1” and
“NB”, assigning those costs to the correct Person, department and branch—
As already mentioned, when you enter Nominal Ledger Transactions (journal
postings) manually, no Objects will be offered by default. The hierarchical Object
feature will help ensure that anyone entering a Nominal Ledger Transaction will
attach every relevant Object to each posting.
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Who needs to know about
your business
There are several parties who have an interest in your accounts: you, other
owners, creditors and banks, employees and not least the tax authorities. Your
auditor’s job is to certify your accounts on behalf of all the interested parties. He
or she will check your books to certify that they give a “true and fair”
representation of the state of affairs.
Sometimes it feels as if all this apparatus of reports and accounts is just too
much trouble. Used in the right way, however, a good accounting system
improves the control of the business. There are, indeed, more examples of
companies that have failed because of bad accounting than of too good…
Practical use of accounting information
Accounting information is useful in many situations. You can use it as a
foundation for your budgeting, when you want to find out if a certain deal is
profitable or not or to monitor the performance of a department, a market
segment etc.
Getting capital
From time to time you need to persuade banks or other financiers that your
business is solid and profitable, e.g. when you need to borrow money for an
investment. A good accounting system allows you to find the information they
require quickly, and to make a credible presentation.
Tax returns
Your accounts provide all the information needed to produce the different types
of tax returns.
VAT declaration
All VAT registered companies must produce a number of periodical reports, of
which the VAT return is the most important. If you are above the threshold
amount for trade within EU, there are some other reports that need to be made.
The VAT return comes from your accounts. It follows a prescribed format, and
your accounts should reflect the VAT requirements, to make it easy to produce
the report.
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The End of a Financial Year
At the end of the financial year, the books are closed and a new year is started.
The final accounts are produced, the auditors will produce their report, and
management will produce their report to the owners’ annual meeting. After
approval, in the case of limited companies, the annual report is filed with the
relevant authority.
Companies will have their own methods for recording profit/loss at the end of a
financial year. A typical method is described in steps 4-9 below: this method
may not be suitable for every company in every country. For example, it will not
be suitable for companies in Portugal: the procedure for ending a financial year
in Portugal is described in the ‘Nominal Ledger’ manual. Please refer to your
financial adviser for more advice on this subject.
1.
If you are registered for VAT, the first step should be to print a VAT Report
for the final quarter of the year (and separately for earlier quarters if this has
not already been done).
2.
For each quarter, you should then enter a Transaction in the Transaction
register transferring the VAT amount payable/receivable into the VAT
Payments Account (if you are using the sample Chart of Accounts supplied
with Enterprise by HansaWorld, this is Account 835). This Transaction would
debit the VAT Outputs Payable Account (830) and credit the VAT Inputs
Receivable Account (831), with a balancing posting to the VAT Payments
Account. You must enter this Transaction in the quarter to which it belongs,
preferably as the last Transaction of the period. Please refer to the
‘Importing Sample Data’ section above on page 61 for details about using
the template Chart of Accounts supplied with Enterprise by HansaWorld.
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You can transfer the amount payable/receivable from/to your bank account
using a further Transaction when payment is made/received.
3.
Print out the following Nominal Ledger reports, using the whole year as the
report period in each case. These will provide both a hard copy record of
the year’s business and the basis for the end-of-year work that will now be
carried out by your auditors.
Nominal Ledger
The Nominal Ledger report is an important part of the final
accounts of a business. It is a list of every Transaction,
classified by Account and listed in the order in which they
were entered.
Transaction Journal
The Transaction Journal is a list of every Transaction, in
Transaction Number order.
Profit & Loss
The Profit & Loss report summarises the income and
expenditure (and therefore the operating profit or loss) of
the business during the fiscal year. The result shown on the
Profit & Loss report should agree with (‘balance’) the result
on the Balance Sheet.
Balance Sheet
The Balance Sheet shows the financial status - at a
particular point in time - of the company showing Assets,
Liabilities and Equity capital.
System Documentation
The System Documentation report in the System module
describes the accounting system being used. This
includes descriptions of the Chart of Accounts, accounting
rules etc. This allows an outsider to understand how you
have arrived at the final accounts.
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4.
Ensure your Chart of Accounts (i.e. Account register) includes Accounts
defined as shown in the illustration—
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5.
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The Accounts defined in step 4 above should not appear in the Definitions
for your Profit & Loss report, but should be part of the profit calculation in
the Balance Sheet. In the sample Chart of Accounts supplied with
Enterprise by HansaWorld, these are lines 90, 100 and 105 of the Balance
Sheet Definition. To check this, ensure you are in the Nominal Ledger and
click the [Settings] button in the Master Control panel or use the Ctrl-S/-S
keyboard shortcut. Then, double-click ‘Report Settings’ in the subsequent
list. Then, highlight ‘Balance Sheet’ in the list on the left-hand side of the
‘Report Settings’ window and click the [Definition] button. The following
window opens—
Chapter 3: Accounting Principles - The End of a Financial Year
Double-click in turn on lines 90, 100 and 105 (or the equivalents if you are
not using the sample Chart of Accounts and/or Balance Sheet report
definition supplied with Enterprise by HansaWorld) and ensure they are
defined as shown—
Line 90 in the sample Balance Sheet Definition is the equity calculation. It
causes the balances of all Accounts between 950 and 970 to be shown in
the Balance Sheet, together with a total figure for equity.
Line 100 in the sample Balance Sheet Definition is the profit calculation. This
line does not have any Text and therefore it will not be printed in the report.
In line 105 the Type is “Sum” and so it will print the result of the calculation
in line 100.
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6.
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Once your auditors have concluded their work and any consequent
Transactions have been entered, refer to step 3 above and print out the
reports again, as final records of the year just ended. These will be the basis
for the end-of-year accounts presented to the owners or directors. The Net
Profit in the Profit & Loss Report should be the same as the Profit/Loss this
YTD shown in the Balance Sheet. Make a note of this figure.
Chapter 3: Accounting Principles - The End of a Financial Year
7.
You should now post the profit or loss for the year just ended to the Result
of Current Fiscal Year Account (Account 960 in the sample Chart of
Accounts and in step 4 above). Do this by entering a new record to the
Transaction register dated the last day of the year just ended. If your
company made a profit, this Transaction should debit the Special Account
for Y/E profit Postings (Account 99999 in step 4 above) and credit the Result
of Current Fiscal Year Account with the value noted in step 6. If your
company made a loss, the debits and credits should be reversed.
8.
Save the Transaction and print the Balance Sheet, Profit & Loss report and
Trial Balance to screen. You should now find that the YTD Profit figure on
the Balance Sheet is zero, and the Balance Sheet and Profit & Loss Report
should balance. Finally, check that your Trial Balance report for the last year
still balances.
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9.
You should now bring the profit/loss figure forward to the next year. Do this
by entering a new record to the Transaction register dated the first day of
the new year. You will need to update the Fiscal Years and, if you are using
it, the Number Series - Transactions settings as described in steps 10 and
12 below before you can do this. If your company made a profit, this
Transaction should debit the Result of Current Fiscal Year Account and
credit the Retained Earnings Account (Account 970 in step 4 above) with
the value noted in step 6. If your company made a loss, the debits and
credits should be reversed.
The result of the two Transactions in steps 7 and 9 is that the forward
balance for Account 960 will be the result of the previous year in the
Balance Sheet for the next year. The final balance for Account 970 will be
the accumulated results of all previous years in the Balance Sheet for the
next year.
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You should now ensure you are ready for the new year. Follow these steps—
10. Using the Fiscal Years setting in the Nominal Ledger, register the new
financial year on the first blank line. Do not insert the new year at the top of
the list because Fiscal Years must be listed in chronological order. Do not
remove past Fiscal Years. It is recommended that you only add Fiscal Years
one at a time, as you need them. This will help prevent accidentally saving
transactions in future years. Click [Save] to save.
11. You should now define the periods that you will commonly use when
producing reports. This is done using the Reporting Periods setting, again
in the System module. In this case, you should insert the new periods at the
top of the list because the first period in the list is offered as a default
whenever you produce a report. To insert a new period at the top of the list,
click on row number 1 and press the Enter or Return key. Enter the
Reporting Periods that you need and click [Save] to save.
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12. If you are using Number Series that are date dependent, you should update
them to take account of the new year. This is particularly important for
Number Series that will be used when you create records remotely (e.g.
Deliveries and Invoices from Sales Orders). There are many Number Series
settings in various modules in Enterprise by HansaWorld: be sure to change
every one that you have used.
Don't forget to make sure that any defaults set in the Number Series
Defaults setting in the System module and in records in the Person register
(‘Number Series’ card) refer to Number Series in the new year.
13. Finally, you can use the Locking setting in the System module to “lock” the
previous year, preventing the accidental posting of transactions to that year.
Further details of each of these steps can be seen in the sections describing the
respective functions in the ‘System Module’ and ‘Nominal Ledger’ manuals.
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Chapter 4: Starting Work in
Enterprise by HansaWorld
If you have been following this manual in sequence, you should by now have
created a new database into which you have entered information about your
company, the current Fiscal Year, a set of VAT Codes and a Chart of Accounts.
If this is not the case, please turn back to the ‘Creating a New Database’ section
above on page 32 (if you need to create a new database) or the ‘Importing
Sample Data’ section above on page 61 (for suggestions about basic
accounting information and configuration) before proceeding.
Settings
As you start using each module for the first time, it is a good idea to check the
different settings in that module. Some settings have default values that you
should be aware of and may wish to change, and some represent a special
functionality that you might be able to use.
!
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Remember, you can import many
settings to a new database. If
you alter the Chart of Accounts
after importing it, you will
probably have to change the
settings that use Accounts as
well (for example, the various
Account Usage settings, VAT
Codes, Payment Modes and
report definitions).
Chapter 4: Starting Work - User Accounts
User Accounts
One of your first tasks in creating a new database should be to create a User
Account for each member of your staff. One reason for doing this is to protect
your data: User Accounts allow you to assign a password to each User. It's a
good idea to do this even in a single-user system: protecting your database with
a password might prove to be a wise precaution if your computer is stolen.
Each User Account can consist of the following components, some of which are
optional—
1.
The basic component of a User Account is a record in the Person register in
the System module. Creating a record in this register for each member of
staff allows you to assign passwords to them. Using this register together
with the Access Groups setting (also in the System module) allows you to
ensure each member of staff only has access to the modules and functions
that are relevant to their job.
2.
Each User can have their own Mailbox. Mailboxes allow members of staff to
send and receive mail, and to use the Personal Desktop.
If the User is a Named User, you must create a Mailbox for them. If the User
is a Concurrent User, you should only give them a Mailbox if you have
purchased an Extra Mailbox for them. Full details about Named and
Concurrent Users can be found in the section describing the Person
register in the ‘System Module’ manual.
3.
Each User can also have their own record in the Contact register. This will
contain any or all of their telephone, mobile and home numbers, Skype
name, SIP user name, extension number and email address. This record
must exist if the User will use Enterprise by HansaWorld to make calls
through an Asterisk-based or TAPI switchboard, and it is recommended that
it exists if the User will use Enterprise by HansaWorld to send text (SMS)
messages.
4.
If you have more than one Company in your database and you want a User
to have access to some or all of those Companies, you can create a Global
User record for that User. This will make it easier to manage that User’s
access rights, passwords, Calendar and Task Manager.
Access Groups
Access Groups allow you to control the access that each User has to your
Enterprise by HansaWorld system. For example, if the User is a sales person,
you may want to grant them access to Quotations and Sales Orders while
preventing them from using the Nominal Ledger.
If you have more than one Company in your database, it is recommended that
you share the Access Groups setting. This means that the same Access Groups
will be made available to every Company. If you want to share the Access
Groups setting, you should do so while the setting is empty. Please refer to page
194 above for details about sharing this setting, and then return to this section
for details about entering Access Groups.
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Follow these steps—
1.
Select the System module by using the Ctrl-0 (zero) (Windows and Linux) or
-0 (Mac OS X) keyboard shortcut to open the list of modules and doubleclicking ‘System’. If the System module is not available in the list of
modules, this will probably be because you have not granted yourself
access to the System module in the Configuration setting. Please refer to
the ‘Modules, Users and Companies’ section above on page 54.
2.
Use the Ctrl-S (Windows and Linux) or -S (Mac OS X) keyboard shortcut
to open the list of Settings and double-click ‘Access Groups’.
3.
The ‘Access Groups: Browse’ window opens, listing the Access Groups that
already exist. To create a new Access Group, click the [New] button above
the list, or highlight an Access Group in the list and click the [Duplicate]
button. The ‘Access Group: New’ window opens—
4.
There are two ways of configuring an Access Group—
i.
You can exclude members of the Access Group from everywhere in
your Enterprise by HansaWorld database except those areas that you
list in the grid. This is known as “Starting from No Access”.
ii.
You can allow members of the Access Group to go everywhere in your
Enterprise by HansaWorld database except to those areas that you list
in the grid. This is known as “Starting from Full Access”.
Bear this choice in mind while configuring your Access Groups as
described in the following steps. When you come to assign an Access
Group to a User (step 7 in the ‘User Accounts (Named Users and
Concurrent Users with Mailboxes)’ section below on page 290), you will also
specify whether that User will start from No Access or from Full Access.
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The example illustration below shows a “Starting from No Access” Access
Group. Members of this Access Group will only have access to two
modules - Sales Orders and Stock. The Sales Orders module is featured in
the first row of the grid, so this will be the active module when they first log
in to Enterprise by HansaWorld. They will be allowed access to every
function in those modules, except the Number Series - Goods Receipts
setting.
5.
To add a new item to the grid, place the insertion point in the Type field in
the first empty row. Then, open the ‘Paste Special’ list of possible entries
using the Ctrl-Enter (Windows and Linux)/ -Enter (Mac OS X) key
combination—
If you double-click “Module”, this will allow you to give or deny access to an
entire module. Otherwise, you can give or deny access to specific registers,
settings, reports, documents and functions.
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6.
After choosing a Type, press Tab or Return to move the insertion point to
the Item field and use ‘Paste Special’ (Ctrl-Enter or -Enter) once again to
open a list of options. This list will depend on the Type. For example, if you
entered “Module” in the Type field, the ‘Paste Special’ list from the Item field
will contain a list of modules—
7.
Choose an Item (in this example, a module) by double-clicking, and then
press Tab or Return to move the insertion point to the Level field. Then, use
‘Paste Special’ once again to choose a Level of access. The options listed
by ‘Paste Special’ will again vary depending on the Type. The full list of
options is as follows—
You can use the following two options with any Type—
Full
Allows full access to the Item.
None
Denies all access to the Item.
If the Type is “Document”, this Level will allow Users to
print from browse and record windows, but any further
access will be denied. For example, a User with no access
to the Invoice document will be able to open an Invoice
record and print it. They will not be able to choose which
Invoices are to be printed from the ‘Documents’ list
window, and they will not be able to change the Form used
when Invoices are printed.
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You can only use the remaining options when the Type is “Register” or
“Setting”, with one exception noted in the text—
Browse
Allows Users to open the register or setting and to see the
records it contains in a list. Users will be able to search the
list. Users will not be able to open, modify or create
individual records.
Browse/New
Allows Users to open the register or setting and to see the
records it contains in a list. Users will be able to search the
list. Users will not be able to open or modify individual
records, but they will be able to create new ones (although
not by duplicating existing ones).
Read
Allows Users to open the register or setting and to see the
records it contains in a list. Users will be able to search the
list. Users will be able to open individual records but not to
modify them or to create new ones.
You can also use this Level when the Type is “Report”, in
which case Users will be able to print the report to screen
but not to a printer or to a text file.
Read/New
Allows Users to open the register or setting and to see the
records it contains in a list. Users will be able to search the
list. Users will be able to open individual records but not to
modify them. They will be able to create new records
(including by duplicating existing ones).
If you want to allow ‘Paste Special’ access to a register or setting to which
access is otherwise denied, you should grant Browse or Read access to
that register or setting. For example, if a User only has access to the Invoice
register, you should grant them Browse or Read access to the Contact and
Item registers if you want them to be able to choose Customers and Items
using ‘Paste Special’ when they enter new Invoices.
8.
After choosing the Level, press Tab or Return and then use ‘Paste Special’
again to choose an Open Type. This only applies if the Type is Register.
When Users open the register, the Open Type will determine whether a
browse window or a record window will open. If a record window opens, this
will allow the User to enter a new record immediately.
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9.
After adding all the necessary rows to the Access Group as described in
steps 5-8, save it by clicking the [Save] button in the top right-hand corner
of the window or using the Shift-Enter key combination. Then, create other
Access Groups as required.
In particular, in multi-user systems it is recommended that at least one
member of staff acts as a system administrator, able to use the Technics
module on a client machine when other users are logged in. To implement
this, create an Access Group that explicitly grants full access to the
Technics module—
An Access Group that grants access to the Technics module allows you to
carry out certain tasks (e.g. working with Global Users, configuring timed
back-ups and changing the Master Password) on a client machine.
User Accounts (Named Users and Concurrent Users
with Mailboxes)
When you create a new Enterprise by HansaWorld database as described in the
first chapter of this manual, you will create at least one User Account, consisting
of a Person record, a Mailbox and a Contact record. If you have a single
Company in your database, follow the steps below to create similar additional
User Accounts for Named Users and for Concurrent Users with Mailboxes. If you
have more than one Company, you should read this section in combination with
the ‘User Accounts when you have more than one Company’ section below on
page 294.
Before following these steps, you should first make sure that you have recorded
the correct number of Users (Named plus Concurrent) (in the Total Users field),
Concurrent Users (in the Concurrent Enablers field) and Mailboxes for
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Concurrent Users (in the Extra Concurrent Mailboxes field) in the Configuration
setting in the System module. Named Users by definition include Mailboxes, so
there is no separate field for the number of Mailboxes for Named Users.
1.
If you are not already in the System module, select it using the [Module]
button in the Master Control panel or the Ctrl-0 (zero) (Windows and Linux)
or -0 (Mac OS X) keyboard shortcut.
2.
Open the Person register by clicking the [Persons] button in the Master
Control panel. The ‘Persons: Browse’ window will open, listing the Persons
(i.e. the User Accounts) that already exist—
3.
Choose ‘Create User’ from the Operations menu—
The ‘Create User’ window appears—
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4.
You must enter a User Name and Full Name to create a new User Account
and you should enter a password, but the other information is optional. The
User Name is the log-in identity code the User should enter when logging in
to Enterprise by HansaWorld.
5.
When you click the [Save] or [Save and New] buttons, a new User Account
will be created. In the case of [Save], the ‘Create User’ window will be
closed, returning you to the ‘Persons: Browse’ window. In the case of [Save
and New], a new ‘Create User’ window will be opened, allowing you to
begin creating another User Account.
When you click [Save] or [Save and New], behind the scenes the process of
creating a new User Account includes the following—
•
a new record for the User will be created in the Person register;
•
a new Mailbox will be created for that User; and
•
a new record for the User will be created in the Contact register,
containing the information that you entered in the optional section of
the ‘Create User’ window. You may want to edit this record, as
described in step 7 in the next section.
The Person record, Mailbox and Contact record will be correctly linked
together, so the User Account will be fully operational when the User logs in
for the first time.
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6.
The User Account will now be fully operational, and the User will be able to
log in and begin work.
At any time, you can change the User’s password. Highlight the new User in
the ‘Persons: Browse’ window (you may need to close and re-open the
‘Persons: Browse’ window (step 2 above) before the new User is included in
the list), and choose ‘Change Password’ from the Operations menu—
The ‘Change Password’ window opens—
Enter the Password twice to ensure that it is correct. Click the [Save] button
or use the Shift-Enter key combination to close the window and save: use
the close box if you do not want to save changes. The password is casesensitive. Note that to change the User’s password using this method it is
not necessary to know the old password. This method is intended for
system administrators and you should therefore use Access Groups to
ensure that only system administrators have access to the Person register.
The User can also change their own password at any time. This is
described above on page 140. You may want to use the Password Security
setting in the System module to ensure Users regularly change their
passwords, and to ensure they use passwords that meet certain
requirements.
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7.
The User Account is now fully operational and protected by a password. But
before the User logs in for the first time, you may want to give them an
Access Group, to restrict the access they have to your Enterprise by
HansaWorld system.
Double-click the User’s name in the ‘Persons: Browse’ window. The
‘Person: Inspect’ window opens—
Click in the Access Groups field and open the ‘Paste Special’ list using the
Ctrl-Enter/-Enter key combination. A list of the Access Groups that you
created following the instructions above on page 281 will appear. Choose
one by double-clicking. If necessary, you can enter more than one Access
Group, separated by commas.
Use the Start Access Level field to specify whether the User will start from
No Access or from Full Access. Please refer to step 4 in the ‘Access
Groups’ section above on page 282 for details.
By default, it will be assumed that the User is a Named User. If this is not
the case (i.e. the User is a Concurrent User with Mailbox), choose
“Concurrent” as the User Type.
While the Person record is open, you may want to attach a picture of the
User to the record. This is described below on page 317.
Save the record by clicking the [Save] button in the top right-hand corner of
the window or using the Shift-Enter key combination. Now, when the User
logs in, their access to your Enterprise by HansaWorld system will be
controlled by the Access Group you have just assigned to them.
Remember to assign the system administrator’s Access Group (illustrated
above on page 286) to the appropriate User(s).
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User Accounts (Concurrent Users without Mailboxes)
The procedure described immediately above will create a new User Account that
consists of a Person record, a Contact record and a Mailbox. Therefore, you
cannot use it if you need to create a new User Account for a Concurrent User
who will not have a Mailbox. In this case, you need to create the Person and
Contact record components separately, and then connect them together
yourself. Follow these steps—
1.
If you are not already in the System module, select it using the [Module]
button in the Master Control panel or the Ctrl-0 (zero) (Windows and Linux)
or -0 (Mac OS X) keyboard shortcut.
2.
Open the Person register by clicking the [Persons] button in the Master
Control panel. The ‘Persons: Browse’ window will open, listing the Persons
(i.e. the User Accounts) that already exist.
3.
Click the [New] button in the Button Bar at the top of the browse window.
The ‘Person: New’ window opens, allowing you to open a new Person
record. A Person record is the most basic component of a User Account:
once created, it will allow the User to log in to your Enterprise by
HansaWorld system.
You must enter a Signature and a Name as shown in the illustration below.
The Signature is the log-in identity code the User should enter when logging
in to Enterprise by HansaWorld. You can assign an Access Group and Start
Access Level to the Person, as described in step 7 in the previous section.
Choose “Concurrent” as the User Type.
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4.
Click the tabs (named ‘Access’, ‘Number Series’, ‘Sales’, etc) to enter more
information about the member of staff. For full details of each field, please
refer to the ‘System Module’ manual.
5.
Click the [Save] button in the top right-hand corner of the window. The
record will be saved in the Person register.
6.
The window title changes to ‘Person: Inspect’, giving you a chance to check
you have not made any mistakes in entering the record.
7
If the new User will use Enterprise by HansaWorld to make calls through an
Asterisk-based or TAPI switchboard, you must create a record in the
Contact register for them. Optionally, you may also need this Contact
record if the new User will use Enterprise by HansaWorld to send text (SMS)
messages. For example, if a User sends a text (SMS) message, the mobile
phone number in their Contact record will be used as the source of that text
(SMS) message. This mobile number can also be taken from the User’s
Person record, but you may prefer to store it in a Contact record where the
User can change it themselves. In a large system, you probably would not
want to give Users access to the Person register, as this would allow them
to change access rights and passwords.
To create a Contact record for a User, click in the Contact Code field in their
Person record and open the ‘Paste Special’ list using the Ctrl-Enter/-Enter
keyboard command. When the ‘Paste Contact’ window opens, click the
[New] button. The ‘Contact: New’ window opens, allowing you to enter a
new Contact record—
Enter the User’s name and their contact details (telephone and mobile
numbers, Skype name, SIP user name, Extension (if you are using TAPI),
etc). Do not tick the Customer, Supplier, Guest or Dealer boxes in the top
right-hand corner but you can tick the Employee box (this is used in the
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Human Resources Management module). Click the [Save] button in the top
right-hand corner of the window. The record will be saved in the Contact
register and closed.
The Contact Number of the new Contact record will be copied to the
Contact Code field in the Person record automatically, connecting the
Person record to the Contact record—
Save the Person record again.
8.
Close the record by clicking the close box or using the Alt-F4 (Windows and
Linux), -W (Mac OS X) or Esc (all platforms) keyboard shortcuts.
9.
If you have a number of personnel to enter, click [New] instead of [Save] in
step 7 above (or use the Ctrl-N/-N keyboard shortcut). The Person record
will be saved and closed, and a blank window will be opened, allowing you
to enter another record straight away.
10. When you close the last Person record in step 8 above, you will be returned
to the ‘Persons: Browse’ window, which now lists the members of staff that
you have just registered. Click on each one in turn and allocate a password
by selecting ‘Change Password’ from the Operations menu, as described in
step 6 in the previous section. If you do not allocate a password to each
new User, they or anyone happening upon one of the new Signatures will
be able to log in without specifying a password.
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User Accounts when you have more than one
Company
If you have more than one Company in your database, bear in mind when
creating a User Account in a particular Company that the resulting record in the
Person register will be specific to the Company in which you are working.
However, the connected Mailbox is not Company-specific in this way. Mailboxes
are stored in Company 0, a partition of the database that stores information
available in every Company. This allows mail to be sent between Persons in
different Companies. One implication of this is that all Persons across all
Companies should have different Signatures (User Names i.e. log-in identity
codes). If there are two or more Persons in different Companies with the same
Signature, they will not be able to have their own Mailbox. For example, if you
have given the Signature “RS” to Robert Smith in Company 1, you cannot also
use “RS” for Roberta Smith in Company 2.
The remainder of this section only applies to systems where Users need to be
able to work in more than one Company. In this situation, you should add a
Global User component to each User’s User Account. This allows the
following—
i.
A single password will apply to every Company. When the User sets or
changes the password in one Company, it will be copied to the other
Companies immediately.
ii.
If the User creates an Activity, it will always be saved in the same Company,
irrespective of the Company in which the User was working at the time.
Users in other Companies will be aware of the Activity, even if they do not
have access to the Company in which the Activity was saved.
iii.
You will be able to give the User different access rights in each Company. If
you need to change those access rights, you can do so in a single Global
User record: there will be no need to log in to each Company individually to
make the change.
If you do not use Global Users, an alternative is to create Person records for
each User in each Company with the same Signature. For example, if RS needs
access to Companies 1, 3 and 5, create Person records with “RS” as the
Signature in those three Companies (and one Mailbox). When compared to
using Global Users, there are several disadvantages to following this course of
action—
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a.
The User will need to set separate passwords in each Company. The
password can be the same, but when the User sets or changes it in one
Company, it will not be copied to the other Companies.
b.
If the User creates an Activity, it will usually only be visible in the Company in
which it was created. Users in other Companies will not be aware of the
Activity. The User may end up with different Activities in different
Companies, which will make their Calendar and Task Manager difficult to
manage.
c.
You will be able to give the User different access rights in each Company.
However, if you need to change those access rights, you will need to do so
in each Company individually. Depending on the number of Companies,
this could be a time-consuming process.
d.
If the User is a Named User, creating Person records in more than one
Company will take up more than one Named User licence. For example,
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creating Person records in three Companies will take up three Named User
licences.
To configure your database to use Global Users, follow the steps described
below. If you are working from a client you must make sure you are the only user
logged into the system before you can change the settings described in steps 13. Steps 2, 3 and 5 require you to work in the Technics module, so you should
be logged in as a system administrator. Please refer to page 286 and step 7 on
page 290 above.
1.
Open the Optional Features setting in the System module and choose to
Use Global Users—
2.
Change to the Technics module and open the Global CRM Settings
setting—
In the Main CRM Company field, specify the Company in which, by default,
each Global User’s Activities will be stored.
Please refer to the description of the Main CRM Company in step 5 below
for full details of the purpose of this field. For the reasons described in that
description, it is recommended that the Main CRM Company should be a
Company to which every User will have access.
3.
Remaining in the Technics module, use the Shared Registers setting to
share the Access Groups setting, as described above on page 194.
4.
Working in the Main CRM Company, create User Accounts as described in
the ‘User Accounts (Named Users and Concurrent Users with Mailboxes)’
and ‘User Accounts (Concurrent Users without Mailboxes)’ sections above
on pages 286 and 291 respectively, depending on the type of User. If you
need to create a Contact record for a Concurrent User as described in step
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7 in the ‘User Accounts (Concurrent Users without Mailboxes)’ section,
again you must be working in the Main CRM Company.
5.
The next step is to create the Global Users.
Global Users are stored in Company 0. Company 0 is a partition of the
database that stores information that is available to every Company. This
means you can be working in any Company when you need to work with
Global Users. However, you may find it advantageous to work in the Main
CRM Company because you will be given some assistance with entering
data.
If you are not already there, change to the Technics module and open the
Global User register by clicking the [Global Users] button in the Master
Control panel. When the ‘Global Users: Browse’ window opens, click the
[New] button. The ‘Global User: New’ window appears—
Signature
If you are working in the Main CRM Company, when you
enter a User’s Signature, their Name, Access Groups, Start
Access Level, User Type, Contact Code and Email
Address will all be brought in from their Person record in
the same Company.
Main CRM Company
This will be copied from the Global CRM Settings setting
(step 2 above). Although you can change the Main CRM
Company for a particular Global User, it is not
recommended that you do so. Bear the points in the
following paragraphs in mind before making any changes.
If you do change a Global User’s Main CRM Company and
you need to create a Contact record for that Global User
as described at the end of step 4 above, you must create
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this Contact record working in the Main CRM Company
specified in the Global User record.
A Global User’s Main CRM Company is used for two
purposes. First, whenever the Global User saves a new
Activity for the first time, it will be stored in their Main CRM
Company (irrespective of the Company the Global User is
working in at the time). The Global User must therefore
have access to this Company in order to be able to store
Activities there. Second, whenever the Global User or
anyone else opens the Global User’s Calendar or Task
Manager, they will be shown a list of the Global User’s
Activities stored in that Global User’s Main CRM Company
(again irrespective of the Company being worked in at the
time).
Any User in an Enterprise by HansaWorld system can
create Activities for any other User. Therefore, it is
recommended that you use the same Main CRM Company
for every Global User. For example, Global User 1’s Main
CRM Company is Company 1, and Global User 2’s Main
CRM Company is Company 2. Every Activity created by
Global User 1 will be stored in Company 1. So, if Global
User 1 creates an Activity for Global User 2, it will be stored
in Company 1. But Global User 2 (or anyone else) will not
be aware of that Activity because when they open their
Calendar they will see Activities stored in their Main CRM
Company, which is Company 2.
Although the Global User can be working in any Company
when they save a new Activity for the first time, that Global
User or anyone else must be working in the Main CRM
Company if they need to open or edit an existing Activity.
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Access Groups, Start Access Level, ‘Companies’ card
If you want the Global User to have access to every
Company, and the same level of access to those
Companies, leave the grid on the ‘Companies’ card empty
and specify Access Groups and a Start Access Level on
the ‘Access’ card as shown in the illustration below.
In this example, you must have a “SALES” Access Group
available to every Company, hence the recommendation in
steps 1 and 3 above to share the Access Groups setting. If
you have not shared the Access Groups setting, you must
enter a “SALES” Access Group in every Company. If one
Company does not have a “SALES” Access Group, User
NB will have full unlimited access to that Company.
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If you only want the Global User to have access to some
Companies, and/or you want to give them different levels
of access to each Company, list the Companies together
with Access Groups and Start Access Levels in the grid on
the ‘Companies’ card, as illustrated below—
This example gives User NB access to Company 1
(controlled by the “SALES” Access Group) and to
Company 2 (controlled by the “SALES” and “ORD” Access
Groups). User NB will have no access at all to any other
Companies in the database.
As shown in this illustration, wherever you need to specify
Access Groups (in Person records and on the ‘Access’
and ‘Companies’ cards of Global User records), you can
specify several Access Groups, separated by commas. If
you specify the same item in more than one of these
Access Groups (e.g. if the “SALES” Access Group gives
Full access to the Contact register while the “ORD” Access
Group only gives Browse access to that register), the User
will be given the level of access specified in the lastmentioned Access Group (Browse access from the “ORD”
Access Group in this example).
If you add a single row to the matrix on the ‘Companies’
card, the Global User will only have access to the
Company specified in that row (with one exception,
described in the next paragraph). So, if you want the
Global User to have access to every Company, but with
varying levels of access, you will need to list every
Company in the matrix. If you want to give a User access
to most or all of your Companies, choose ‘Add All
Companies’ from the Operations menu. This will cause
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every Company to be listed on the ‘Companies’ card. If the
User exists in a particular Company (i.e. the User has a
Person record in that Company), the User’s Access Group
in that company will be brought into the list as well. If you
want to list the Companies where the User already exists
(i.e. Companies in which the User has Person records),
choose ‘Add Companies Where This User Exists’ from the
Operations menu.
As previously mentioned, if you add a single row to the
matrix on the ‘Companies’ card, the Global User will only
have access to the Company specified in that row.
However, if the User exists in a second Company (i.e. the
User has a Person record in that Company), they will also
be given access to that second Company, with the level of
access specified in the Person record.
6.
Save the Global User by clicking the [Save] button. The Global User is
made operational immediately, but the User or anyone happening upon
their Signature will be able to log in without specifying a password. Any
passwords the User may have had before the Global User was created will
be lost.
Return to the ‘Global Users: Browse’ window, highlight the new Global User
in the list and choose ‘Change Password’ from the Operations menu. Enter
the Password twice to ensure that it is correct. Click the [Save] button or
use the Shift-Enter key combination to close the window and save. This
password will apply to every Company to which the Global User has
access.
After logging in, the Global User will be able to choose their own password.
This is described above on page 140. They will only need to change their
password once: they can do this in any Company, and any change will
apply to every Company immediately.
Persons and Global Users
The Global User feature is intended to make the administration of User Accounts
easier. It means the User only has to remember a single password, and it allows
the system administrator to administer access rights from a single screen,
without the need to log in to every Company separately.
If a User Account contains a Global User component, there is no compulsory
need for it also to contain a Person component at all, in any Company. If a User
Account does not contain a Person component, the User will still be able to log
in and use most Enterprise by HansaWorld features. However, a Person record
contains many fields that are missing from a Global User record, such as
Object, Account (for advances and settlements) and Cost and Price Per Hour
(used in the Job Costing module). If you need to use some or all of these fields,
you must create Person records (with the same Signature) in the relevant
Company or Companies. For example, if you will use the Expenses module to
administer a User’s expense claims, you must create a Person record with an
Account and Object for that User in the Company/ies in which these claims will
be made. If the Person will carry out chargeable work that you will administer
through the Job Costing module, then again you should create a Person record
in the relevant Company/ies. Creating a Person record in more than one
Company will allow you to charge the User's work at different rates depending
on the Company responsible for the work. Finally, you should create Person
records for a Global User in every Company from which that Global User will
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send Text (SMS) messages. Please refer to page 174 above for details about
sending Text (SMS) messages.
Some fields such as Access Group, Name, Language and Contact Code are
common to the Global User and Person records. If both fields contain values,
those in the Global User record will be given priority.
Bear in mind when planning Persons in a multi-Company database that if there
are no Global Users then each Company must contain at least one Person
record with a password. If a Company does not contain a Person record, it will
be completely open: anyone will be able to access any part of it without
restriction. However, as soon as you create the first Global User record with a
password, access to all Companies will be restricted.
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Entering the First Customers,
Suppliers and Contact
Persons
Information about your Customers, Suppliers and Contact Persons and all other
companies and individuals with whom you have some contact is stored in a
single register, the Contact register. This register is available in many modules
including Sales and Purchase Orders, the Sales and Purchase Ledgers, and
Contracts, Quotations, CRM and Service Orders if installed. Storing Customers,
Suppliers, Contact Persons and other companies and individuals together in one
register means that you can make full use of the Calendar, Task Manager, Mails
and Letters with companies and individuals of all kinds. It also means that you
will only have to maintain a single record for a company who is both a Customer
and a Supplier. You should store all other companies (e.g. leasing companies,
factoring companies, sales leads, etc) in the Contact register as well, together
with the contact persons that work for those companies.
Throughout these manuals (including in the index), the terms “Customer” and
“Supplier” are used to refer to records in the Contact register. Those records do
not necessarily represent firms that have purchased goods or services from your
business, or sold goods or services to you, and in fact can represent any
company that is a potential customer or supplier.
The term “Customer” is usually used when describing the use of a record in the
Contact register in a sales context, while “Supplier” is used in a purchase
context. “Supplier” implies that the Supplier box in the header of the Contact
record has been checked.
As soon as contact is established between your business and a potential client
or supplier, you should record their details in the Contact register. You should
register their relationship with you (e.g. “Prospect” or “Lead”) using the Contact
Classification field on the ‘Contact’ card of the Contact record. Mark the record
as a Customer or a Supplier or both using the check boxes in the header,
depending on their potential or actual relationship to your company. These
check boxes will allow you to use the record in sales or purchase transactions as
appropriate.
The term “Contact Person” is used in these manuals when referring to an
individual person: this may be a private individual or someone who works for a
Customer or Supplier. In the latter case, you will have separate records in the
Contact register for the Customer or Supplier and for the individual Contact
Person. The Contact Person and Customer or Supplier will be linked using the
Contact Relations register.
The term “Contact” is used in these manuals when referring to any record on the
Contact register. A Contact can therefore be a Customer, a Supplier or a
Contact Person.
On the sales side, you can group Customers of a similar type together using
Customer Categories. Every Customer belonging to a Category will be given the
same default Price List, Discount Matrix and Debtor Account, saving you the
work of having to specify these in the Contact records for the individual
Customers. Defining and assigning Customer Categories also makes
modification easier: if you need to change the Discount Matrix, for example, you
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only need to make one change (to the Customer Category), rather than many (to
each of the Customer records). If you specify information both for a Customer
Category and in the Contact record of an individual Customer belonging to that
Category, the information in the Contact record will take precedence. For
example, if you specify a Price List in a Customer Category and in a Customer
belonging to that Category, the one in the Customer will be used. Before
entering Customers, therefore, it is recommended that you enter some
Customer Categories, using the setting in the Sales Ledger. This setting is
described in the ‘Customers, Suppliers and Contact Persons’ manual.
Similarly, on the purchase side you can group Suppliers of a similar type
together using Supplier Categories. Every Supplier belonging to the same
Category will be given the same default On Account and Creditor Accounts,
saving you the work of having to specify these for each one individually. A
company that is both a Customer and Supplier can belong both to a Customer
Category and to a Supplier Category. Before entering Suppliers, therefore, it is
recommended that you enter some Supplier Categories, using the setting in the
Purchase Ledger. This setting is also described in the ‘Customers, Suppliers
and Contact Persons’ manual.
Before recording Customers and Suppliers in the Contact register, you should
first make sure you have entered all relevant Payment Terms (used to calculate
Due Dates and settlement discounts in Invoices) in the Payment Terms setting.
This setting is described in the ‘Sales Ledger’ manual.
To enter your first record in the Contact register, follow these steps—
1.
Select one of the modules mentioned in the first paragraph using the
[Module] button in the Master Control panel or the Ctrl-0 (zero) (Windows
and Linux) or -0 (Mac OS X) keyboard shortcut. The same Contact
register is available in all these modules. If these modules are not available,
this will probably be because you have not granted yourself access to them
in the Configuration setting. Please refer to the ‘Modules, Users and
Companies’ section above on page 54 .
2.
Open the Contact register by clicking the [Contacts] button in the Master
Control panel. The ‘Contacts: Browse’ window will open, listing the existing
Contacts. In a new database, the only existing Contacts will be connected
to Person records, created by the ‘Create User’ process described in step 5
in the ‘ User Accounts (Named Users and Concurrent Users with Mailboxes)’
section above on page 286.
3.
Click the [New] button in the Button Bar at the top of the browse window.
4.
If you are in Estonia, Latvia or the UK and you are using the default settings,
a ‘New Contact’ window will open—
In Estonia or Latvia, if you are entering a Customer or Supplier, enter their
Company Registration Number. If you are in the UK, enter the postcode
(with or without space). Then, click the [Address Lookup] button. In the UK,
a list of premises will then be opened, where you can select the correct
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building number, building name or company name. The ‘Contact: New’
window will then open, containing the company name and full address,
obtained from a central database. Address Lookup is a chargeable Cloud
Service. To use it, you must have registered your database in Estonia,
Latvia or the UK using the Automatic Internet Enabler method, as described
above on page 66. If you do not want the ‘New Contact’ window to open
(i.e. you want to go straight to an empty ‘Contact: New’ window), use the
Don't use Address Lookup when creating new Contacts option in the
Contact Settings setting in the Sales Ledger or CRM module.
5.
The ‘Contact: New’ window shown below opens. If you chose to use the
Address Lookup feature, the name and address of the Customer or
Supplier will be filled in for you. If you did not use the Address Lookup
feature, or you are not in Estonia, Latvia or the UK, the window will be
empty.
Use this window to enter information about a Customer, Supplier or Contact
Person. Notes about the more important fields can be found beneath the
illustration: for full details about every field, please refer to the ‘Customers,
Suppliers and Contact Persons’ manual.
Customer, Supplier
Mark the Contact as a Customer or Supplier or both as
appropriate, using the check boxes at the top of the
window.
Marking the Contact as a Customer or Supplier does not
necessarily mean it has purchased goods or services from
your business, or sold goods or services to you: the
company can also be a potential customer or supplier to
your business.
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Marking the Contact as a Customer makes it available to
the sales registers (e.g. Quotations, Sales Orders, Sales
Invoices, Deliveries). Similarly, marking it as a Supplier
makes it available to the purchase registers (e.g. Purchase
Orders, Purchase Invoices, Goods Receipts). You can use
both Customers and Suppliers in Activities (i.e. in the
Calendar and Task Manager), Customer Letters and Mails.
If in step 1 you opened the Contact register in a salesorientated module (e.g. Sales Ledger or Sales Orders
module), the new record will be marked as a Customer
automatically. If you opened the Contact register in a
purchase-orientated module (e.g. Purchase Ledger or
Purchase Orders module), the new record will be marked
as a Supplier automatically.
If the Contact is a Customer or Supplier, the grid at the
bottom of the ‘Contact’ card will list the Contact Persons
working for them. Please refer to the ‘Contact Persons’
section below on page 310 for full details.
Invoice Address
In a new database, the address lines will not be named, as
shown in the illustration above. If you would like to name
these fields, so that addresses are entered consistently,
please refer to the ‘Naming Address Fields’ section below
on page 307.
Payment Terms
You will see two Payment Terms fields if you click the tab
marked ‘Terms’ in the middle of the screen. Choose using
‘Paste Special’ (Ctrl-Enter or -Enter) the Sales Payment
Terms that you will offer to the Contact as a Customer
and/or the Purchase Payment Terms that you will be given
by the Contact as a Supplier. These Payment Terms will be
used in all sales and purchase transactions (e.g.
Quotations, Sales and Purchase Orders, Sales and
Purchase Invoices).
Reminders
Check the Reminders box if the Contact is a Customer to
whom you will want to send Open Invoice Customer
Statements and Reminders for late payment.
On Account
Check this box if the Contact is a Customer who will send
you payments on account (i.e. payments without Invoices
e.g. deposits) or a Supplier to whom you will send
payments on account.
Credit Limit
If the Contact is a Customer and you set a Credit Limit on
the ‘Terms’ card, refer to the Credit Limit setting in the
Sales Ledger to specify what should happen if they exceed
it.
Price List
Use the Price List field on the ‘Pricing’ card if the Contact is
a Customer and you want to offer them special (non-retail)
prices. The Price List feature is described in the ‘Items and
Pricing’ manual.
VAT Code
On the ‘Company’ card, you should only specify Sales
and/or Purchase VAT Codes for Customers and Suppliers
to whom the standard VAT rates will not apply (e.g.
charities). If you do need to specify a VAT Code, you can
do so using the ‘Paste Special’ feature (Ctrl-Enter/ Enter).
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VAT Zone
While on the ‘Company’ card, you should also choose the
correct VAT Zone for the Customer or Supplier. This will
ensure VAT will be calculated correctly. Please refer to the
‘VAT and Zones’ section below on page 313 for more
details.
Cost Account
Using the ‘Paste Special’ feature, specify a Cost Account
on the ‘Accounts’ card if the Contact is a Supplier and you
would like a particular Cost Account (i.e. Purchase
Account) to be offered as a default when you enter new
Purchase Invoices. This can be useful in the cases of
Suppliers of services such as electricity or telephone
services, whose Purchase Invoices are usually debited to
the same Account.
Account Operator While on the ‘Accounts’ card and if the Contact is a
Supplier, enter the name of their Bank in the Account
Operator field, and their Bank Account Number and their
Bank’s Sort Code and IBAN Code in the relevant fields.
This information will be used if you need to send electronic
payments to the Supplier.
6.
Click the [Save] button in the top right-hand corner of the window. The
Contact will be saved in the Contact register.
7.
The window title will change to ‘Contact: Inspect’, giving you a chance to
check you have not made any mistakes in entering the record.
8.
Close the record by clicking the close box or using the Ctrl-F4 (Windows
and Linux) or -W (Mac OS X) keyboard shortcut.
9.
If you have a number of Contacts to enter, click [New] instead of [Save] in
step 4 above (or use the Ctrl-N/-N keyboard shortcut). The Contact will be
saved and closed, and a blank window will be opened, allowing you to
enter another Contact straight away. If you need to enter Customers, it's a
good idea in step 1 above to open the Contact register from the Sales
Ledger or the Sales Orders module. All new records will be marked as
Customers automatically. If you need to enter Suppliers, open the Contact
register from the Purchase Ledger or the Purchase Orders module to
ensure all new records are marked as Suppliers automatically.
It is a good idea to repeat the above process for a few Contacts in order to
familiarise yourself both with the data entry process and with the Contact entry
screen. However, if you are changing to Enterprise by HansaWorld from another
computer program, it is likely that you will want to import your Contacts from a
text file created by your old system. If you wish to do this, please follow the
import instructions described in the ‘Importing Sample Data’ section above on
page 61 to import your text file. This procedure, although described there as
being used to import the sample Chart of Accounts and other information
supplied with Enterprise by HansaWorld, is in fact an all-encompassing import
function that will bring in whatever is in the selected text file and save it in the
appropriate place in your Enterprise by HansaWorld database. For details of the
composition of the text file (field order, etc), please refer to your HansaWorld
representative.
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Naming Address Fields
In a new database, the address fields (for both the Invoice and Delivery
Addresses) in the ‘Contact: New’ and ‘Contact: Inspect’ windows will be
unlabelled—
You can assign names to these fields, to help ensure addresses are entered
consistently by every user. Follow these steps—
1.
Using the [Module] button in the Master Control panel (or the Ctrl-0 (zero) or
-0 keyboard shortcut), ensure you are in the CRM module.
2.
Open the list of settings by clicking the [Settings] button in the Master
Control panel or using the Ctrl-S or -S keyboard shortcut and double-click
‘User Defined Field Labels - Contacts’.
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3.
When the ‘User Defined Field Labels - Contacts: Inspect’ window opens,
click the ‘Address’ tab in the centre of the screen—
4.
Assign a name to each address line as appropriate—
In the UK and US, it is recommended that you use the fifth line of the
address for the postcode/ZIP Code. This will enable you to use the [Map]
button in the ‘Business Communicator’ window and (UK only) the “Update
Address” feature. In other countries, the [Map] button requires the
postcode/ZIP Code equivalent to be in the third line. The [Map] button is
described above on page 176.
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5.
After saving, these names will appear in the ‘Contact: New’ and ‘Contact:
Inspect’ windows (and also in the ‘Invoice: New’ and ‘Invoice: Inspect’
windows)—
In some installations, you may need to close Enterprise by HansaWorld and
restart for the change to take effect.
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Contact Persons
As described in the previous sections, Customers, Suppliers and Contact
Persons are all stored in the Contact register. In this section, we describe linking
Contact Persons to the company they work for.
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1.
The first step is to enter a Contact record representing the company. Mark
the company as a Customer or Supplier or both, as appropriate. Ensure you
save this record before moving to step 2.
2.
The next step is to enter a Contact record representing a person working for
the company (i.e. a Contact Person). Choose ‘Create New Contact’ from
the Operations menu, as illustrated on the next page.
Chapter 4: Starting Work - Customers, Suppliers and Contact Persons
A new record will be created in the Contact register and will be opened in a
new window entitled ‘Contact: Inspect’. This means the record has already
been saved and is being opened to allow you to enter the Contact Person’s
name and contact details if these are different to those of the parent
company—
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The address details, telephone and fax will be copied from the parent
company. Enter the Contact Person’s name and appropriate contact
information. As the Contact Person works for a company that has been
marked as a Customer or a Supplier, you should not check these boxes in
the Contact Person record.
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3.
Save the Contact Person and close the record by clicking the close box.
The Contact Person is now included in the list at the bottom of the ‘Contact’
card of the parent company’s Contact record—
This list will contain all the Contact Persons working for the Customer or
Supplier. As with all lists in Enterprise by HansaWorld, you can sort this one
by clicking on a column heading. If you need to open the Contact record of
a Contact Person, double-click a line in this list.
For more details about working with Contact Persons (e.g. what to do if a
Contact Person stops working for a Customer or Supplier), please refer to the
‘Linking Contact Persons and Companies - the Contact Relations Register’
section in the ‘Customers, Suppliers and Contact Persons’ manual.
VAT and Zones
When you sell or purchase an Item, the calculation of VAT will be controlled by
two factors: the VAT Code and the Zone of the Customer or Supplier. Whenever
you specify a VAT Code (e.g. in an Item record or when setting overall defaults in
the Account Usage S/L and Account Usage P/L settings), you should do so for
each Zone.
When you sell an Item, the correct VAT Code for the Zone of the Customer will
be placed in the Quotation, Order or Invoice automatically. VAT will then be
calculated as follows, depending on the Zone—
Domestic, Inside EU (Post VAT), Outside EU (Post VAT)
VAT will be calculated according to the percentage in the
VAT Codes setting. In the Nominal Ledger Transaction
resulting from the Invoice, VAT will be credited to the
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Output Account from the VAT Code and debited to the
Debtor Account.
Inside EU, Outside EU
VAT will not be calculated, even if the VAT Code is not
zero-rated. The Nominal Ledger Transaction resulting from
the Invoice will not include a VAT element.
When you purchase an Item, the correct VAT Code for the Zone of the Supplier
will be placed in the Purchase Order or Purchase Invoice automatically. VAT will
then be calculated as follows, depending on the Zone—
Domestic, Inside EU (Post VAT), Outside EU (Post VAT)
VAT will be calculated according to the percentage in the
VAT Codes setting. In the Nominal Ledger Transaction
resulting from the Purchase Invoice, VAT will be debited to
the Input Account from the VAT Code and credited to the
Creditor Account.
Inside EU
Invoices received from other countries in the EU do not
carry VAT. However, depending on the nature of the
Invoice, VAT can be payable.
VAT will be calculated according to the percentage in the
VAT Codes setting. In the Nominal Ledger Transaction
resulting from the Purchase Invoice, VAT will be debited to
the Input Account from the VAT Code and credited to the
Output Account from the VAT Code. Therefore, you may
need to use a dedicated VAT Code for VAT on EU
Acquisitions, with an Output Account that is not used in
any other VAT Code (VAT Code “U” in the illustration
below).
Outside EU
VAT will not be calculated. The Nominal Ledger
Transaction resulting from the Invoice will not include a VAT
element.
You cannot change the Zone in a Quotation, Order, Invoice or other transaction.
You must therefore take care to specify the correct Zone for each Customer and
Supplier.
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Entering the First Items
The Item register contains information about the products and services that you
sell. This register is available in the Sales Orders, Purchase Orders and Sales
Ledger modules, and in the Contracts, Production, Quotations, Service Orders
and Job Costing modules if installed.
You can group Items of a similar type together using Item Groups. You can give
every Item belonging to the same Group the same default Sales and Cost
Accounts, Credit Account and VAT Codes, saving you the work of having to
specify these for each Item individually. Defining and assigning Item Groups
also makes modification easier: if you need to change the Cost Account, for
example, you only need make one change (to the Item Group), rather than many
(to each of the Items). Before entering Items, therefore, it is recommended that
you enter some Item Groups, using the register in the Sales Ledger.
To enter your first Item, first select one of the modules mentioned in the first
paragraph using the [Module] button in the Master Control panel or the Ctrl-0
(zero) (Windows and Linux) or -0 (Mac OS X) keyboard shortcut. Then, click
the [Items] button in the Master Control panel. The ‘Items: Browse’ window is
opened, showing a list of Items already entered. To create a new Item, click the
[New] button above the list or use the Ctrl-N/ -N keyboard shortcut.
Alternatively, highlight an Item similar to the one you want to enter and click
[Duplicate] (or use Ctrl-K/-Y).
Use the ‘Item: New’ window shown below to enter information about an Item.
Notes about the more important fields can be found beneath the illustration: for
full details about every field, please refer to the ‘Items and Pricing’ manual.
When an Item record is complete, click the [Save] button in the top right-hand
corner of the window. The Item will be saved in the Item register. The window
title will change to ‘Item: Inspect’, giving you a chance to check you have not
made any mistakes in entering the record.
Close the record by clicking the close box or using the Ctrl-F4 (Windows and
Linux) or -W (Mac OS X) keyboard shortcut. If you have a number of Items to
enter, click [New] instead of [Save] as described above (or use the Ctrl-N/-N
keyboard shortcut). The Item will be saved and closed, and a blank window will
be opened, allowing you to enter another Item straight away.
If you wish to import Items from your old accounts system, please follow the
import instructions in the ‘Importing Sample Data’ section above on page 61 to
import a text file created by that system. For details of the composition of this
text file, please refer to your HansaWorld representative.
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Base Price
The Base Price is the standard retail price of the Item. For
more details about Pricing, please refer to the ‘Items and
Pricing’ manual.
Unit
The Unit is the quantity to which the Base Price refers. For
example, the Unit could be a single entity, a pair or a
dozen. The ‘Items and Pricing’ and ‘Sales Ledger’ manuals
contain more information about Units, including selling
Items using different Units, selling Items by area or volume
and producing stock reports in different Units.
Item Type
Choose an Item Type, as follows—
Plain
Use this Type for non-physical Items that you will
not keep in stock e.g. delivery charges.
Stocked
Use this Type for physical Items that you will keep in
stock. Stock levels and values will always be
maintained for Stocked Items. You can obtain a
stock list and valuation at any time using the Stock
List report in the Stock module.
You should choose a stock valuation method (or
“Cost Model”) for your Stocked Items. This will be
used by the Stock List report to value your stock
and will also determine the cost of sales value of
each Item when you sell one. You can set an overall
valuation method in the Cost Accounting setting in
the Stock module. If you want to use a different
valuation method for a particular Stocked Item,
choose it on the ‘Cost Model’ card of the Item
record or in the Item Group if the Item belongs to
one.
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You should also choose a Cost of Sales Account for
a Stocked Item. Again, you can do this in the Item
record (‘A/C’ card) or in the Item Group if the Item
belongs to one. You should also set a default Cost
of Sales Account in the Account Usage Stock
setting in the Stock module.
Structured
Use this Type for Items that you will build from
components at the moment of delivery. You will
never keep a Structured Item in stock, only its
components.
You should specify a Recipe for each Structured
Item, on the ‘Recipe’ card. The Recipe is a list of
the components that you will use to build the Item:
define each Recipe in the Recipes setting in the
Stock module.
When you sell a Structured Item, it will of course be
shown on all paperwork (e.g. the Invoice). If you
would like the components to be listed as well, tick
the Paste Components during Entry box on the
‘Recipe’ card.
Service
Use this Type for chargeable time, e.g. consultancy,
labour, training. If you do not have the Job Costing
module, these Items can also be Plain Items.
Outside that module Plain and Service Items are
handled in a similar manner. If you have the Job
Costing module, these Items should be Service
Items to take full advantage of the time recording
features in that module.
Picture
You can attach a picture of the Item. This is described
immediately below.
Cost Price
The Cost Price on the ‘Costs’ card is the standard
purchase price of the Item. If necessary, you can have this
updated automatically each time you receive the Item into
stock. Use the Upd. Cost Price at Goods Receipt options
on the same card to control this feature.
Pictures
You can attach pictures to records in the Person and Item registers. Follow these
steps—
1.
Open the record in question. The record must already have been saved at
least once (i.e. the window title must be ‘Inspect’ or ‘Update’).
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2.
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Click the [Attachments] button (with the paper clip icon) or select
‘Attachments’ from the Record menu. A list of objects currently attached to
the record is opened.
Chapter 4: Starting Work - Items
3.
Choose ‘Attach File’ from the Operations menu of this list.
4.
Locate the picture file on your hard disk and click [Open]. The picture will be
attached to the record. It must be a .jpg file. The maximum picture size is
280 x 280 pixels: larger pictures will be cropped.
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5.
After the picture file has uploaded, you may need to close and reopen the
record to see the picture—
You can design your Invoice Form so that Invoices will be printed including the
pictures that you have attached to your Item records. Designing Forms is
described in the ‘System Module’ manual.
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In the Mac OS X version of Enterprise by HansaWorld, you can attach pictures to
Person and Item records as described above, but you can also use the [Add
picture] button underneath the picture field—
When you click this button, the ‘Buddy Picture’ window opens—
If the picture is already on your hard disk, click the [Choose] button to locate it.
Alternatively, click the button with the camera icon marked ‘Take a video
snapshot’ to take a photograph of the Item using your computer’s camera.
In both cases you can then scale the picture using the slider and, if the picture is
too big, move the picture by dragging so that the part you need is in the centre
of the frame (the part outside the frame will be cropped).
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Finally, click the [Set] button to add the picture to the Item. After uploading, the
picture will appear in the list of attachments, with the name “image.jpg”—
When you use ‘Paste Special’ to add Items to records such as Quotations,
Orders and Invoices, one variant of the ‘Paste Item’ window will display the Item
pictures to help you choose the correct one. This window (illustrated below)
uses Apple’s “Cover Flow” technology as well as including the standard ‘Paste
Special’ features (described above on page 148).
If you wish to use this variant of the ‘Paste Item’ window, choose ‘System
Default’ as the Item Paste Special option in the Local Machine setting in the User
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Settings module. If you are not using Mac OS X, the System Default option will
cause the standard ‘Paste Item’ window to be used.
In a multi-user system, the options in the Local Machine setting are specific to
each client machine, allowing different options to be used on different clients.
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Entering Opening Balances
Unless you are starting a new business and intend to use Enterprise by
HansaWorld to administer your accounts from the first day, you will need to enter
some opening balances. If you are starting to use Enterprise by HansaWorld at
the beginning of the fiscal year, these opening balances will take the form of the
closing balances for each Account for the end of the previous year. If you are
starting to use Enterprise by HansaWorld in the middle of the fiscal year, there
will be two components to opening balance figures: the closing balances for
each Account for the end of the previous year and Account balances for the
current year to date.
To carry out this task, you should equip yourself with as much information as
you can in the form of transaction data and reports produced by the old system,
in order to make this task as easy as possible.
We recommend that you change during a current financial year. You should
enter Account balances for the previous year and then enter individually all
current year transactions registered so far. This will a) make you familiar with
Enterprise by HansaWorld, and b) automatically give you a check of the old
transactions.
You should already have specified the current and, if appropriate, previous
financial years using the Fiscal Years setting and entered the Chart of Accounts
and VAT Codes you wish to use. A sample Chart of Accounts that you can use
or adapt is supplied with Enterprise by HansaWorld. If this is not suitable, you
can import your own chart from a text file or enter it manually. For more
instructions about this process, please refer to the section entitled ‘Importing
Sample Data’ above on page 61.
If you will be using Currencies, you should also enter the Currencies used in your
business (in the Currency register in the System module) together with
Exchange Rates (in the Exchange Rate register in the same module). If any
Accounts will have Currency balances, enter the appropriate Currency in the
relevant Account records. You should specify in the Base Currency setting in the
System module that your local Currency is to be used as Base Currency 1 and
the Default Base Currency and, if you are using the Dual-Base currency
conversion system you should also specify in the same setting the Currency that
is to be used as Base Currency 2. The Dual-Base system will be useful for
companies that have offices in two countries that need to report in both
Currencies, for companies operating in countries where there is a second
Currency (usually the US Dollar or Euro) in common use in addition to the
national one, and for companies in the Euro zone who retain their old national
Currency for comparison purposes. Full details about this process can be found
in the ‘Multi-Currency’ manual.
If you will not be using Currencies, it is still a good idea (and a recommended
course of action) to enter one record in the Currency register to represent your
local Currency, and to specify in the Base Currency setting in the System
module that this is your Base Currency 1 and Default Base Currency. This will
make it easier to start using Currencies in the future if you need to do so while
having absolutely no impact on your work before that time comes.
Once you have entered your Fiscal Year, Chart of Accounts, VAT Codes and
Currencies it’s a good idea to enter all the opening balances at once. Ideally,
this process should be completed before you start to enter new Transactions but
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it is possible to change the opening balances at any time during the financial
year.
When entering opening balances, the level of detail is up to you. Factors
influencing this decision may be the number of Transactions, the time available
to enter these Transactions, whether you can import them (otherwise, you will
have to enter them manually) and the level of detail required in your reports. It
might be that you enter or import all Transactions individually (in the form of
Invoices, Receipts, Purchase Invoices, Payments and Nominal Ledger
Transactions) or it might be that you enter a single opening balance for each
Account. Full details covering the necessary data entry processes follow in the
next sections.
Once you have entered your opening balances in their chosen form, print the
reports you usually use and compare them with the reports from your old
system. These reports should include the Trial Balance, Profit & Loss and
Balance Sheet from the Nominal Ledger, and Debtors and Creditors reports
from the Sales and Purchase Ledgers respectively.
Opening Balances in the Nominal Ledger
In the Nominal Ledger, the task of entering opening balances can have two
stages—
i.
You should enter balances for each Account as they stood at the end of the
previous fiscal year. You can use the Brought Forward Balances register or
the Simulation register for this task. This information should be available in
the Trial Balance report obtained from your old system.
You can enter a single opening balance figure for each Account, or you can
divide the opening balance figure into individual postings. This decision
may depend on the Account itself.
The advantages of using the Brought Forward Balance register for this
purpose are that you can save unbalanced Brought Forward Balance
records, and you can return to a Brought Forward Balance record to
change it. This allows you to enter opening balances as a gradual process,
saving frequently. The disadvantage is that the Account Reconciliation
register does not recognise balances entered in the Brought Forward
Balance register. So, if you are entering opening balances for Bank
Accounts as individual postings that later you will need to reconcile with
your bank statement, as may be the case in the UK, you will need to use the
Simulation register. You can return to saved Simulations to edit them, again
allowing the process of entering opening balances to be a gradual one.
While a Simulation must balance before you can save it, you can save a
Simulation periodically with a posting to a temporary balancing Account on
the last line until it is complete. You can then convert it to a Transaction,
after which the postings will be made available to the Account
Reconciliation register.
If you want to use the Brought Forward Balance register, refer to steps 1-8
below. If you want to use the Simulation register, refer to steps 9-17.
ii.
If appropriate, enter Transactions for the current year to date, using the
Transaction register. Please refer to steps 18-24 below.
Once you have entered all balances and Transactions, print out a Trial Balance
and compare it with that obtained from your old system. Any discrepancies
should be investigated immediately: any delay will make this more difficult.
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The following sections assume you have already defined a Chart of Accounts
and a set of VAT Codes.
To enter Account balances as they stood at the end of the previous financial
year to the Nominal Ledger using the Brought Forward Balance register, follow
these steps—
1.
Select the Nominal Ledger module using the [Module] button in the Master
Control panel or the Ctrl-0/-0 keyboard shortcut.
2.
Click the [Brought Fwd Balances] button in the Master Control panel to
open the Brought Forward Balance register.
3.
When the ‘Brought Forward Balances: Browse’ window opens, click [New]
on the Button Bar to open a new record.
4.
Enter the information as shown in the following illustration. Full details of the
fields are to be found in the ‘Nominal Ledger’ manual. It is recommended
that you choose a Transaction Date that is at the end of the previous fiscal
year and that is, in any case, prior to the date when you will be starting work
with Enterprise by HansaWorld.
Use each row in the grid to enter the balances of each Account, taking the
figures from the Trial Balance report produced by your old system.
If you are not using Currencies, enter the balances in the Base 1 Debit and
Credit fields.
If you have Accounts with balances in Base Currency 2, enter those
balances in the Base 2 Debit and Credit fields on flip B (click the small
button marked “B” on the right of the grid to see these fields). If you have
Accounts with balances in a foreign Currency (i.e. not in Base Currency 1 or
2), use the fields on flip C. You should also enter home Currency balances
for these Accounts on flip A: no Currency conversion will take place
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because users will have many different methods of converting opening
balance figures.
5.
The Brought Forward Balances screen has 500 rows, allowing you to enter
opening balances for up to 500 Accounts in a single record. If you need to
enter a significant number of opening balances, it is recommended that you
save the Brought Forward Balances record periodically, by clicking the
[Save] button in the top right-hand corner. The record does not have to
balance for you to save it. Account balances will be updated as soon as
you save the record. However, if you discover a mistake at a later date, you
will be able to correct the record without difficulty.
6.
If you run out of rows, click the [New] button (or use the Ctrl-N/-N
keyboard shortcut). The Brought Forward Balances record will be saved
and closed, and a new empty record will be opened, allowing you to enter
more opening balances.
7.
If you are using Objects, you should enter a separate record to the Brought
Forward Balances register for each Object and one for the total. For
example, if you have a Cash Account with a balance of 100.00 that is
divided between two departments so that 49.00 belongs to Department 1
and 51.00 to Department 2, enter three Brought Forward Balance records
as follows—
1st record, Cash Account, no Objects, total figure (100.00)
2nd record, Cash Account, Object for Dept 1, figure for Dept 1 (49.00)
3rd record, Cash Account, Object for Dept 2, figure for Dept 2 (51.00)
8.
Finish with [Save] when you have entered the last balance, and close the
window by clicking the close box.
To enter Account balances as they stood at the end of the previous financial
year to the Nominal Ledger using the Simulation register, follow these steps—
9.
Select the Nominal Ledger module using the [Module] button in the Master
Control panel or the Ctrl-0/-0 keyboard shortcut.
10. Click the [Simulations] button in the Master Control panel to open the
Simulation register.
11. When the ‘Simulations: Browse’ window opens, click [New] on the Button
Bar to open a new record.
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12. Enter the information as shown in the following illustration. Full details of the
fields are to be found in the Nominal Ledger manual. It is recommended
that you choose a Transaction Date that is at the end of the previous fiscal
year and that is, in any case, prior to the date when you will be starting work
with Enterprise by HansaWorld.
If you are entering a single opening balance figure for each Account, use
each row in the grid to enter these balances, taking the figures from the Trial
Balance report produced by your old system. If you are entering opening
balances as individual postings, enter each posting on a separate row. You
can enter single opening balance figures for some Accounts, and individual
postings for others. For example, you can enter previously unreconciled
postings to your Bank Account(s) individually, so that you can reconcile
them with your bank statement later. Please refer to the description of the
Account Reconciliation register in the ‘Nominal Ledger’ manual for details
about reconciling postings with your bank statement.
If you are not using Currencies, enter the balances in the Base 1 Debit and
Credit fields.
If you have Accounts with balances in Base Currency 2, enter those
balances in the Base 2 Debit and Credit fields on flip C (click the small
button marked “C” on the right of the grid to see these fields). If you have
Accounts with balances in a foreign Currency (i.e. not in Base Currency 1 or
2), use the fields on flip D. In both cases, enter the Currency itself on flip D
as well. You should also enter home Currency balances for these Accounts
on flip A: no Currency conversion will take place because users will have
many different methods of converting opening balance figures.
13. The Simulation screen has 300 rows, allowing you to enter opening
balances for up to 300 Accounts in a single record. If you need to enter a
significant number of opening balances, it is recommended that you save
the Simulation record periodically, by clicking the [Save] button in the top
right-hand corner. The record has to balance for you to save it, so each time
you need to save, you can make a balancing posting to a temporary
balancing Account as shown in the illustration above. If you discover a
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mistake at a later date, you will be able to correct the record without
difficulty.
14. If you run out of rows, click the [New] button (or use the Ctrl-N/-N
keyboard shortcut). The Simulation record will be saved and closed, and a
new empty record will be opened, allowing you to enter more opening
balances.
15. If you are using Objects, you should enter a separate row in the Simulation
for each Object, but not a separate row for the total. For example, if you
have a Cash Account with a balance of 100.00 that is divided between two
departments so that 49.00 belongs to Department 1 and 51.00 to
Department 2, enter two rows in the Simulation as follows—
1st row, Cash Account, Object for Dept 1, figure for Dept 1 (49.00)
2nd row, Cash Account, Object for Dept 2, figure for Dept 2 (51.00)
16. Finish with [Save] when you have entered the last balance, and close the
window by clicking the close box.
17. When you save a Simulation, it will not update Account balances
immediately. This means you can save it many times, making sure that it
contains no mistakes.
When you are sure the Simulation is correct, close it by clicking the close
box. On returning to the ‘Simulations: Browse’ window and highlight the
Simulation in the list. Choose ‘Create NL Transactions’ from the Operations
menu in the top left-hand corner of the window—
A Nominal Ledger Transaction will be generated from the Simulation. This
Transaction will update the balances of each Account. You cannot change
a Transaction once it has been created, hence the need to make sure the
Simulation was correct before creating the Transaction. This is also the
reason for entering opening balances in the Simulation register and not
directly to the Transaction register. Transactions are described in more
detail below in points 18-24.
If you created more than one Simulation, you can highlight them all in the
‘Simulations: Browse’ window before choosing the ‘Create NL Transactions’
function. Nominal Ledger Transactions will be generated from each
highlighted Simulation. To highlight several Simulations, click on the first
one, hold down the Shift key on your keyboard and click on the last one.
If you are starting to use Enterprise by HansaWorld in the middle of a financial
year, you should now enter the Transactions for the current year so far. You
should enter these from the original documentation, not copy them from
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Transaction Journal reports produced from your old system. This will ensure that
you do not enter any Transactions that relate to the Sales or Purchase Ledger.
These will be entered later. Follow these steps—
18. Using the [Module] button in the Master Control panel, ensure you are in the
Nominal Ledger.
19. Click the [Transactions] button in the Master Control panel to open the
Transaction register.
20. When the ‘Transactions: Browse’ window opens, click [New] in the Button
Bar to open a new record.
21. Enter the information as shown in the following illustration. Full details of the
fields are to be found in the ‘Nominal Ledger’ manual. Ensure you use the
same Transaction Date that was used when entering the Transaction to your
previous system.
Use the Base 1 Debit and Credit fields to record values in your home
Currency. Please refer to the ‘Multi-Currency’ manual for details about using
foreign Currencies in Nominal Ledger Transactions.
22. The Transaction screen does not have an OK check box, so Account
Balances are updated as soon as you save the Transaction. Therefore,
before saving the Transaction, make sure that no mistakes have been
made. One check is that the Debit and Credit totals are the same. Once you
have saved the Transaction, you will not be able to change it.
23. Click the [Save] button (or use the Shift-Enter keyboard shortcut) to save the
Transaction. Alternatively, if you click the [New] button (or use the Ctrl-N/N keyboard shortcut), the Transaction will be saved and closed, and a new
empty record will be opened, allowing you to enter another Transaction.
You can use another feature when you need to enter several Transactions
quickly in one sitting and don’t want to interrupt your typing by reaching for
the mouse. Enter the debits in a Transaction first and then, with the cursor in
the Base 1 Credit field in the final credit row, press the Return or Enter key
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twice. The first pressing causes the correct credit amount to be entered for
you, balancing the entry. The second saves, closes and commits the
Transaction to the Nominal Ledger and opens a new, empty, Transaction.
24. Finish with [Save] when you have entered the last Transaction, and close
the window by clicking the close box.
Opening Balances in the Sales Ledger
It is worth repeating that there can be two components to opening balance
figures in the Sales Ledger: the final Customer balances from the previous fiscal
year and, if you will be starting to use Enterprise by HansaWorld in the middle of
a fiscal year, Customer balances for the current year to date.
In considering Customer balances from the previous year, you only need to take
account of those that are open (i.e. unpaid). You can enter these in one of two
ways—
•
as a single outstanding balance for each Customer; or
•
as separate outstanding Invoices per Customer.
In considering Customer balances for the current year to date, the following
options are available—
•
the minimum is to enter a balance for each Customer as a single figure (in
fact, you will need to enter an Invoice total and a Receipt total, representing
totals for the current fiscal year to date, enabling you to reconcile your bank
account and to keep your Aged Debtor report accurate);
•
the opposite extreme is to enter all Invoices raised so far in the current fiscal
year, and all Receipts;
•
a compromise route to reduce the amount of work required is to enter
monthly Invoice and Receipt balances for each Customer;
•
a final option that you can use if you are changing to Enterprise by
HansaWorld from an older computerised system is to import the current
year’s Invoices and Receipts from a text file. Please refer to your local
HansaWorld representative if you would like to consider this option.
In deciding which procedure to use, one factor to consider is credit control. If
you need to produce statements that itemise and age previous Invoices, it will
not be enough simply to enter a total balance for each Customer. Instead, you
will need to enter individual Invoices and Receipts. If, however, you do not issue
statements or it is acceptable for a single opening balance figure to appear on
your statements, entering a single opening balance figure per Customer will be
sufficient. If you do not issue Invoices or you do not give credit, you may not
need to enter any opening balances at all in the Sales Ledger.
If you need to enter opening balances in the Sales Ledger, you should first
ensure that you have entered your Customers in the Contact register using the
process described in the section entitled ‘Entering the First Customers,
Suppliers and Contact Persons’ above on page 302. If you are entering
individual Invoices, you should also ensure that you have entered the Items that
you sell in the Item register, as described in the ‘Entering the First Items’ section
above on page 315. Depending on your old system, you may be able to import
this information from text files. Finally, if you are entering Receipts in any form
(i.e. individual Receipts, or monthly or year-to-date Receipts) make sure you
have entered all relevant Payment Modes (i.e. payment methods), so that you
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can post the Receipt amounts to the correct Bank or Cash Account. Payment
Modes are described below on page 334.
Nominal Ledger Settings
You should enter Sales Ledger opening balances in the form of Invoices and
Receipts. Any Invoices and Receipts from the previous fiscal year that you enter
should not be posted to the Nominal Ledger if you have already entered
previous-year Nominal Ledger opening balances to the Brought Forward
Balance or Simulation registers as described in the previous section. The
Nominal Ledger opening balances include balances for the Accounts affected
by Invoices (e.g. the Debtors Account) and so to post to those Accounts from
opening balance Invoices is to post the same amounts twice. Therefore, before
you can enter your Sales Ledger opening balances, you need to ensure that
Invoices and Receipts from the previous fiscal year will not update the Nominal
Ledger.
Using the [Module] button in the Master Control panel, ensure that you are in the
Nominal Ledger. Click [Settings] in the Master Control panel or use the Ctrl-S/S keyboard shortcut. In the subsequent list, double-click ‘Sub Systems’. The
following window appears—
Tick the boxes to indicate which records (“Sub Systems”) are to update the
Nominal Ledger automatically, and specify dates when that updating should
begin. In the illustration, for example, we have specified that approving (marking
as OK and saving) an Invoice dated later than 1/1/2011 will cause a Nominal
Ledger Transaction to be created. This Transaction will update the Nominal
Ledger by debiting a Debtor Account and crediting a Sales Account and, if
appropriate, a VAT Account. If the Invoice is dated earlier than 1/1/2013, a
Nominal Ledger Transaction will not be created and so the Nominal Ledger will
not be updated. We have also specified that the other Sub Systems should
behave in the same way.
It is recommended that for each Sub System you enter the first day of your fiscal
year. When you enter previous-year opening balances, use a date prior to the
Sub System date. This will ensure that Nominal Ledger Transactions will be
created when expected and that they will not be created for opening balances. If
it takes longer than expected to enter opening balances, you can continue doing
so and start to create new records without needing to worry about the
consequences in the Nominal Ledger. For example, you can enter previous-year
Invoices and Receipts (dated prior to the dates in the Sub System setting) at the
same time as issuing new Invoices. The Sub Systems setting will ensure the
Nominal Ledger is only updated when it should be.
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If you are starting to use Enterprise by HansaWorld in the middle of a financial
year, you should already have entered the Nominal Ledger Transactions for the
current year so far, as described in the ‘Opening Balances in the Nominal
Ledger’ section above on page 325. If, as was recommended, you entered
these from the original documentation and did not copy them from Transaction
Journal reports produced from your old system, you will not have any current
year Transactions that relate to the Sales or Purchase Ledger. These will now be
created automatically from the Invoices and Receipts (and Purchase Invoices
and Payments) that you are about to enter, providing that they are dated later
than the Sub System date (the first day of your fiscal year). If you did enter
current year Transactions relating to the Sales or Purchase Ledger as part of the
previous exercise, you will not want them created again when you enter Invoices
and Receipts. In this case, make the Sub System date later (a few days before
the date when you will start originating transactions in Enterprise by
HansaWorld). This means you will be able to enter Invoices for the current year
to date and to issue new Invoices simultaneously without needing to worry about
the consequences in the Nominal Ledger.
If you are not certain whether you have entered current year Transactions
relating to the Sales or Purchase Ledger, produce a Trial Balance report for the
current year and check the balances for your Sales, Purchase, Debtor and
Creditor Accounts. If these are zero, you have not entered these Transactions. If
they are the same as those on the Trial Balance produced from your old system,
you have entered these Transactions already. Please refer to the ‘Printing
Reports’ section below on page 339, for instructions about printing a Trial
Balance report.
Once the Sub Systems setting is to your satisfaction, save and close the window
by clicking [Save] in the Button Bar.
!
Note that if you have entered
previous-year opening balances
in the Nominal Ledger, you
should not post any Sales,
Purchase or Stock opening
balances to your Nominal
Ledger. To do so will duplicate
the work you have already done
and will immediately render your
accounts inaccurate.
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Sales Ledger Settings
Before entering the first opening balance, there is a single setting in the Sales
Ledger that you need to check if you will be entering Receipts for the fiscal year
to date.
Use the [Module] button in the Master Control panel to enter the Sales Ledger
and click the [Settings] button, also in the Master Control panel. In the
subsequent list window, double-click on ‘Payment Modes’.
Payment Modes represent the different methods that your Customers will use to
pay your Invoices and you will use to pay your Suppliers. Typical examples are
cash, cheque, direct debit and credit card. If necessary, each Payment Mode
can post to a different Account, to represent payments into or from different
bank accounts, into or from petty cash or by credit card.
If you imported the sample Chart of Accounts supplied with Enterprise by
HansaWorld as described in the ‘Importing Sample Data’ section above on page
61, you will also have imported some basic Payment Modes. If you have
modified the Chart of Accounts supplied, or you have created your own, ensure
that the Account Numbers shown in the second column now refer to the correct
Account e.g. the bank or cash Accounts that are to be debited when monies are
received and credited when payments are made (remember, you can use ‘Paste
Special’ (Ctrl-Enter/-Enter) if necessary).
To create a new Payment Mode, simply click in the first blank row and enter a
unique Code. Then enter the other details as appropriate, referring to the ‘Sales
Ledger’ manual if necessary, and clicking flips B-E to complete the entry.
Click [Save] when you have finished.
Then, close the ‘Settings’ list using the close box.
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Opening Balances
The process described below applies to the entering of opening balances both
from the previous fiscal year and for the current year to date.
You are now ready to enter the first Invoice. Follow the steps described below. If
you are entering a single opening balance figure per Customer, either for the
previous fiscal year or for the current year to date, you will need to do this by
entering it in an Invoice. If so, omit step 7 in the following procedure.
1.
If you are not already in the Sales Ledger module, move into it using the
[Module] button in the Master Control panel.
2.
Click the [Invoices] button in the Master Control panel to open the Invoice
register.
3.
When the ‘Invoices: Browse’ window opens, click [New] in the Button Bar to
open a new record.
4.
When the ‘Invoice: New’ window opens, the Invoice and Transaction Date
fields will both contain the current date taken from the system clock.
Depending on the Base Currency setting in the System module, the
Currency field may also contain a default (your home Currency).
If you are entering a single opening balance figure for each Customer, you
might like to use a separate numbering sequence for opening balances
(use the Number Series - Invoices setting in the Sales Ledger to set up
numbering sequences). If you are entering individual Invoices, you will need
to use the Invoice Number and Date of the original Invoice. In multi-user
systems, an Invoice Number will be allocated when you save the Invoice for
the first time, but you can enter the Invoice Number yourself before saving
to be sure that it is correct. When entering individual Invoices for the current
year to date, it is recommended that you enter these Invoices in number
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Enterprise by HansaWorld
order from a single client computer to ensure each Invoice retains the
number with which it was originally issued.
5.
Place the insertion point in the Customer field and activate ‘Paste Special’
using the Ctrl-Enter (Windows and Linux) or -Enter (Mac OS X) keyboard
shortcut. The ‘Paste Customer’ window appears, showing a list of the
Customers recorded in the Contact register. Select a Customer by clicking
on its row and pressing the Return key twice. The first pressing causes the
Customer Number to be transferred to the field in the Invoice, and the
second will move information about the Customer (Name, Address etc.) to
the Invoice.
6.
Use the Tab or Return key to move the insertion point to the Date field. In
the case of Customer balances from the end of the previous fiscal year,
ensure that this is set to a date that is earlier than the cut-off date you
specified in the Sub Systems setting.
7.
If you are entering individual Invoices, move the insertion point to the Item
field and press Ctrl-Enter or -Enter again. Select the correct Item from the
list and press Return twice. The insertion point is moved to the Qty field.
Enter the number of items sold, and press Tab or Return. Check that the
Unit Price is correct and repeat for each item on the Invoice.
8.
If you are entering single opening balances, do not enter an Item Number
as described in step 7 and instead move the insertion point to the Qty field
and enter a quantity of 1. Press Tab or Return and enter the text “Opening
Balance” in the Description field. Enter an amount (excluding VAT) in the
Unit Price field.
9.
Until you are familiar with the Invoice screen, it is a good idea to check that
every field is correct. Clicking the named tabs marked ‘Currency’, ‘Delivery’,
‘Identifiers’, etc causes different information about the Invoice to be shown,
while the tabs marked A-F display further information about the Invoice
items. Pay particular attention to the Sales Account and VAT Code fields on
flip B. These defaults are taken from the Item record or, if not specified
there, from the Account Usage S/L setting. It will be the latter in the case of
single opening balances, as then you are not referring to the Item register.
10. At the bottom of the Invoice the total is shown, together with the VAT
amount and the total payable amount.
11. Click [Save] to save the Invoice.
The window title changes to ‘Invoice: Inspect’. You can now correct any
mistakes before you click the OK check box in the bottom left-hand corner.
With the OK box checked, clicking the [Save] button once again approves
the Invoice and commits it to your Sales Ledger. After this you may not
change the individual fields. You must approve Invoices before you can
allocate Receipts to them and for them to appear in the Periodic Customer
Statement.
12. Finish with [New] if you wish to enter another Invoice. Or, if you are entering
all Invoices for the current fiscal year, click [Duplicate]. This will create a
new Invoice which will be a copy of the one just saved. This will save you
having to enter Customer details, etc, again if they are the same.
13. Finish with [Save] when you have entered the last Invoice, and close the
window by clicking the close box.
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Chapter 4: Starting Work - Opening Balances
Entering Receipts
As with entering Invoices, you can get a lot of help with entering your Receipts
using the shortcuts built in to Enterprise by HansaWorld. Perhaps the most
useful tool is the ‘Paste Special’ command (Ctrl-Enter/-Enter). You can use
‘Paste Special’ whenever you enter data in a field that refers to another register
or setting.
There is no need to enter any Receipts from the previous fiscal year, because
you should only have entered outstanding Invoices from that year. You should
only follow the steps described below for Receipts from the current year to date
(i.e. only if you are starting to use Enterprise by HansaWorld in the middle of a
fiscal year).
1.
Open the ‘Receipts: Browse’ window by ensuring you are in the Sales
Ledger and clicking the [Receipts] button in the Master Control panel.
2.
When the ‘Receipts: Browse’ window opens, click [New] or use the Ctrl-N
(Windows and Linux) or -N (Mac OS X) keyboard shortcut to open a new
record.
3.
The ‘Receipt: New’ window is shown. You can use a single window to enter
all your Receipts from the earlier part of the year, even if they are in different
Currencies and Payment Modes.
4.
Enter the data in the top of the window. Select a Payment Mode using
‘Paste Special’ (Ctrl-Enter/-Enter) to open a list of the Payment Modes you
created earlier. Make sure the Transaction Date is correct.
5.
For each Receipt, enter the Invoice Number in the first column (or use
‘Paste Special’ to choose from a list of unpaid Invoices) and press the
Return key.
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Enterprise by HansaWorld
6.
If you have an Invoice that is part-paid, alter the Received Value field to
show the amount paid.
7.
If any receipt uses a different Payment Mode to that specified in the top of
the window, move to flip C to enter a Payment Mode to be used for that row
only. Again, use ‘Paste Special’ to ensure the correct one is selected.
8.
When you have entered every Receipt, you should check what you have
entered. If you find any errors you can change them as needed. When you
are satisfied, click the OK check box in the lower left-hand corner.
9.
When you click [New] or [Save], the Receipt is approved and after this may
not deleted or changed.
Opening Balances in the Purchase Ledger
When entering opening balances in the Purchase Ledger, you should follow the
same basic decisions and procedures described in the Sales Ledger section
above on page 331, using the Purchase Invoice and Payment registers in the
Purchase Ledger. Before entering opening balances, use the Sub Systems
setting in the Nominal Ledger to make sure that your previous year Purchase
Ledger opening balances will not be posted to the Nominal Ledger, as
described in the Sales Ledger section above.
Opening Balances in the Stock Module
When entering opening balances in the Stock module, the precise procedure to
be followed will be determined by the nature of your business and the Items that
are sold. Again, as in the Sales Ledger, the accuracy of the opening balances
increases with the level of detail entered, but the time required by the task
increases as well.
You should decide whether to—
•
enter each example of each Item in stock at the moment of implementing
Enterprise by HansaWorld. You may prefer this option if the cost price of
each Item is often subject to fluctuation, and you must use it for Items that
carry serial numbers;
•
enter a single line for each Item together with a quantity and an average
purchase price; or
•
use a combination of the two methods.
Before entering opening balances in the Stock module, you should first ensure
that all Items have been entered using the process described in the ‘Entering the
First Items’ section above on page 315. Ensure that you have selected the
Stocked Item option on the ‘Pricing’ card of each Item whose stock levels are to
be maintained. Depending on your old system, you may be able to import Item
data from text files.
You should also use the Goods Receipt check box and date in the Sub Systems
setting in the Nominal Ledger to make sure that your stock control opening
balances will not be posted to the Nominal Ledger, as described in the Sales
Ledger section above on page 332.
When entering opening balances in the Stock module, follow the same basic
procedures described in the Sales Ledger section above on page 331, using the
Goods Receipt register.
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Chapter 4: Starting Work - Opening Balances
Importing Opening Balances
If you are changing to Enterprise by HansaWorld from another computer
program, it is likely that you will want to import opening balances for all three
ledgers from text files created by your old system. If you wish to do this, please
follow the import instructions described in the ‘Importing Sample Data’ section
above on page 61 to import your text file. This procedure, although described
there as one used to import a Chart of Accounts, is in fact an all-encompassing
function that will import whatever is in the selected text file and save it in the
appropriate place in your Enterprise by HansaWorld database. For details of the
composition of the text files, please refer to your HansaWorld representative.
Ensure that they contain opening balances as they were at the beginning of the
fiscal year and all subsequent transactions as described in the previous
sections.
Printing Reports
You can produce many different reports from Enterprise by HansaWorld.
Detailed descriptions of each report will be found in the manuals describing
each module. You should, however, always print a Transaction Journal for the
Transactions entered during one work session. The same goes for the Invoice
Journal in the Sales Ledger.
Having completed the process of entering your opening balances, you should
now print a Trial Balance and compare it with a Trial Balance produced from
your old system.
To print a Trial Balance, follow these steps—
1.
Ensure you are in the Nominal Ledger module using the [Module] button in
the Master Control panel and click the [Reports] button, also in the Master
Control panel.
2.
The following window will be shown. This is a list of the reports that you can
produce from the Nominal Ledger.
3.
Scroll to the bottom of the list and choose ‘Trial Balance’ by double-clicking.
You can also type the first few characters of the name of the report (“trial” in
this example) and then press the Enter or Return key twice to confirm your
choice. The ‘Specify Trial Balance’ window appears.
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Enterprise by HansaWorld
340
4.
To report on your opening balances, you should enter in the Period field a
period from the beginning of the current fiscal year to the current date.
Separate the start and end dates of this period using a colon (:), as shown
in the illustration. You can leave all the other fields blank, ensuring that all
Accounts, Currencies etc will be included in the report.
5.
Use the Media options at the bottom of the window to choose a print
destination (for example, ‘Printer’ or ‘Screen’), and click the [Run] button to
produce the report.
6.
If you printed to screen and now wish to print on a printer, simply click the
Printer icon in the Button Bar of the report window.
Index
Enterprise by HansaWorld
Index
A
Access Groups
and System Administrator, 286
System Module setting, 128, 281
Using to control who can delete records, 183
Using to control who can invalidate records, 185
Account
Persons, 229
Account Customers, 224
Account Operator, 306
Account String, 242
Account Suppliers, 229
Account Usage P/L
Cash Account, 227
Creditors Account, 227
On Account A/C, 229
Preliminary Creditor Account, 227
Rate Gain Account, 229
Rate Loss Account, 229
Rate Round Off Account, 229
VAT Cash Discount Account, 229
VAT Code, 227
Account Usage S/L
Cash Account, 222
Debtors Account, 222
On Account A/C, 224
Rate Gain Account, 225
Rate Loss Account, 225
Rate Round Off Account, 225
Round Off Gain Account, 223
Round Off Loss Account, 223
Sales Account, 221
VAT Cash Discount Account, 225
VAT Code, 221
Write Offs Account, 225
Account Usage Stock
Cost Account, 223
Customs Accrual Account, 232
Freight Accrual Account, 232
Stock Account, 223, 231
Accounting Systems
Changing, 324
Accounts
Importing a Basic Template, 61
Introduction to, 218
Setting up a Basic System, 63
Using with Objects, 247
VAT Code, 227
Active Window, 141
Address Books
Contacts, 160
Archives, 204, 212
Creating, 204, 212
Naming, 205
Removing, 205, 214
Renaming, 213
Assisted Object Entry, 255
Asterisk button, 162
Asterisk-based IP Telephony
Making Calls, 162
342
Attach File
Operations menu command, Attachments, 198
Attachments, 197
Changing Names, 201
Copying, 203
Files, 198
Notes and Comments, 199
Organising, 204
Reading, 198, 199, 203, 209
Record menu command, 185
Records, 201
Removing, 203
Reports, 202
Attachments button, 197
Automatic Logging In, 180
Automatic, manual file search. See Manual file
search
Autoscan Import Folder check box
Optional Features, 138
Available Client Version
Technics Module function, 107
B
B/FW Balances. See Brought Forward Balances
Backing Up, 75
Automatic, 79
Database Duplication, 85
Journaling, 88
Remote Back-ups, 81
Restoring, 94
Using Specialist Software, 83
Backup Settings
System Module setting, 82, 92
Balance Sheet
Nominal Ledger report, 270
Bank Account
Setting Default, 224, 229
Bank Account Details, 306
Bank Customer ID
Company Info, 52
Base Price, 316
Batch Processing Functions. See Maintenance
functions
Brought Forward Balances. See also Opening
Balances
Nominal Ledger register, 326
Browse Window, 142
Button Bar, 142
Scrolling, 142
Searching, 143
Sorting Data, 142
Business Communicator Button, 160
Business Communicator Window, 159
Asterisk button, 162
Conference button, 176
e-mail button, 175
Hold button, 175
Map button, 176
Mobile button, 173
Skype button, 162
Switchboard button, 168
Index - C
Text SMS button, 174
Transfer button, 176
Who Is Online button, 176
Business NameCompany Info, 50
BusinessPhone for Handsets, 173
Button Bar
in Browse Windows, 142
in Record Windows, 146
Buttons
Asterisk, 162
Attachments, 197
Calendar, 115
Cancel, 148
Communicate, 114, 143, 148, 159
Company, 115
Conference, 176
Conferences, 115
Documents, 116
Duplicate, 143, 148
e-mail, 175
Hansamanuals.com, 114
HansaWorld.com, 101, 114
Hold, 175
Login, 114
Mailbox, 115
Map, 176
Mobile, 173
Module, 116
New, 142, 148
Next Record, 146
Preview, 148
Previous Record, 146
Reports, 116
Resources, 116
Routines, 117
Save, 148
Settings, 50, 117
Skype, 162
SmartApps, 116
Switchboard, 168
Tasks, 115
Text SMS, 174
The Printer, 147
Transfer, 176
Who Is Online, 176
C
Cache Size
Increasing, 98, 123
Calendar button, 115
Calls
Conference, 176
Making
Asterisk-based IP Telephony, 162
Microsoft Telephony API, 168
Mobile Phone, 173
Skype, 162
Through a Switchboard, 168
Managing
Putting on Hold, 175
Transferring, 176
Cancel
Record menu command, 183
Cancel button, 148
Cash Account
Account Usage P/L, 227
Account Usage S/L, 222
Setting Default, 224, 229
Cash Customers, 222
Change History. See History
Change Password
Operations menu command, Master Control
Panel, 140
Changing Accounting Systems, 324
Character Set
Company Info, 53
In exported and importable files, 136
Chargeable Time, 317
Chart of Accounts, 239, 241
Printing, 270
Client unable to connect to Server, 64
Closed check box
Objects, 264
Closing Enterprise by HansaWorld, 73
Code
Companies, 56
Comments
Attaching to Records, 199
Attaching to the Personal Desktop, 209
Printing, 200
Reading, 199, 209
Removing, 203
Commercial Reg No
Company Info, 52
Communicate Button, 114, 143, 148, 159
Companies, 29
Adding, 55
Multi-user, 58
Single-user, 55
Changing, 115
Code, 56
Giving Users Access to more than one, 294
Name, 56
Number of, 54
Opening, 30
Selecting, 192
Sharing information between, 194
Short, 56
System Module register, 56, 59, 191
Transferring Information by Dragging and
Dropping, 151
Working with, 191
Company
Opening Automatically on Start Up, 65
Company 0, 195, 294, 296
Company button, 115
Company Info
Bank Customer ID, 52
Business Name, 50
Character Set, 53
Commercial Reg No, 52
Edit Font, 53
Home Community, 52
Report Font, 53
System Module setting, 49
VAT Law, 53
Company Logo in Master Control Panel, 28
Company Name
Changing, 49
Conference button, 176
Conference Calls, 176
Conferences button, 115
Configuration
Control String, 66
Number of Companies, 54
Number of Users, 54
System Module setting, 54
343
Enterprise by HansaWorld
Contact Persons, 302
Creating from Customers, 310
Linking to Customers and Suppliers, 310
Contact Register, 302
Contacts. See also Customers and Suppliers
Address Books, 160
Contact Persons
Generating from Contacts, 310
Cost Account, 225, 306
Credit Limit, 305
Creditor Account, 227
Creditors On Account A/C, 229
Customer Category, 302
Customer check box, 304
Delivery Address
Naming individual address lines, 307
Inability to copy from one Company to another,
194
Invoice Address, 305
Naming individual address lines, 307
Objects, 245
On Account check box, 305
Payment Terms, 305
Price List, 305
Purchase VAT Code, 227
Reminders check box, 305
Sales Objects, 245
Sales VAT Code, 221
Supplier Category, 303
Supplier check box, 304
VAT Code, 305
Contents of HansaWorld Directory/Folder, 26
Continuous Database Copy
Timed Operations, 86
Control String
Configuration, 66
Copies
Printing Several, 178
Copy
Edit menu command, 181
Copying Records. See Duplicating Records
Cost Account, 306
Account Usage Stock, 223
Contacts, 225
Item Groups, 222
Items, 222
Setting Default, 222
Updating after Invoicing, 222
Cost Accounting
Switching on, 222
Use Item Groups for Cost Accounts check box,
222
Cost Bearer, 240
Cost Centre, 240
Cost Model, 316
Cost of Sales Account. See Cost Account
Cost of Sales Postings. See Cost Accounting
Cost Price, 317
Items
Updating from Goods Receipts, 238
Create Archive
Operations menu command, Attachments, 204
Operations menu command, Master Control
Panel, 212
Create Autoupdate Clients
Database Maintenance Module function, 106
Create Mail
Operations menu command, Attachments, 203
344
Create New Contact
Operations menu command, Contacts, 310
Create Note
Operations menu command, Attachments, 199
Operations menu command, Master Control
Panel, 209
Creating Records, 142, 190
Credit Limit, 305
Creditor Account
Contacts, 227
Setting Default, 227, 228
Supplier Categories, 227
Creditors Account
Account Usage P/L, 227
Customer Categories, 227
Creditors On Account A/C
Contacts, 229
Credits, 229
Currencies
in Payments, 229
in Receipts, 224
Current Record, 190
Customer Categories
Creditors Account, 227
Debtors Account, 222
Sales Ledger setting, 302
Customer Category
Contacts, 302
Customer check box, 304
Customers, 302, 304. See also Contacts
Attaching Contact Persons, 310
Cash, 222
Cut
Edit menu command, 181
D
Data
Exporting, 133
Importing, 134
Importing Automatically, 138
Database, 29
Creating
Demo, 42
Multi-user
Client, 36
Client is unable to connect to Server, 64
Server, 32
Multi-user Demo, 42
Single-user, 41
Creation does not follow steps in manual, 64
Opening, 30
Structure, 219
Database Backup Path
Timed Operations, 80
Database Backup Time
Timed Operations, 80
Database Closing Time
Timed Operations, 84
Database Copy
Timed Operations, 86
Database Duplication, 85
Database Key. See Enabler Key
Database Opening Time
Timed Operations, 84
Date Order
In exported and importable files, 135
Date Separator
In exported and importable files, 137
Index - E
DBDEF.TXT, 32, 36, 41
Debtor Account
Setting Default, 222, 224
Debtors Account
Account Usage S/L, 222
Customer Categories, 222
Decimal Separator
In exported and importable files, 135
Default Company
Program Mode, 65
DEFAULT.TXT, 32, 36, 41, 57, 59
Defaults
Bank Account, 224, 229
Cash Account, 224, 229
Cost Account, 222
Cost of Sales Account, 222
Creditor Account, 227, 228
Customs Accrual Account, 232
Debtor Account, 222, 224
Freight Accrual Account, 232
Number Series, 278
Objects, 244
Objects for different Persons, 244
Objects in Nominal Ledger Transactions from
Goods Receipts, 250
Objects in Nominal Ledger Transactions from
Invoices, 253
Objects in Nominal Ledger Transactions from
Purchase Invoices, 251
Purchase Account, 225
Sales Account in Invoices, 220, 336
Stock Account, 222, 231
VAT Code for Sales, 336
VAT Input Account in Purchase Invoices, 227
VAT Output Account in Invoices, 221
Define Document
Operations menu command, Documents, 126
Deleting Records, 190
Delivery Address
Naming individual address lines, 307
Delivery Modes
Using to determine Form and Printer when
printing documents, 128
Demo Installation, 42
Multi-user, 42
Department (of your company). See Companies
Destination
Specifying when Printing Documents, 126
Specifying when Printing Reports, 119
Disk Space, 187
Documents, 125
Adjusting Page Setup/Magnification, 178
Assigning Forms, 126
Attaching to Mails, 126
Attaching to the Personal Desktop, 208
Choosing Form and Printer based on Delivery
Mode of transaction, 128
Choosing Form and Printer based on Language
of transaction, 127, 129
Defining, 126
Media options, 126
Page Setup, 125
Printing, 125
more than one Copy, 178
to a Printer, 126
to Fax, 126
to PDF files, 126
to Screen, 126
Selecting Print Destination, 126
Documents button, 116
Documents on Threads check box
Optional Features setting, 126
Don't ask for Storing Auto Login Information
Login Options, 180
Download File
Operations menu command, Attachments, 198
Drag and Drop
Using to Copy Data between Companies, 151
Using to Insert Data into Fields, 151
Drill-down in Reports, 154
Duplicate button, 143, 148
Duplicating Records, 143, 190
E
Edit Font
Company Info, 53
Edit Link Comment
Operations menu command, Attachments, 201
Operations menu command, Master Control
Panel, 210
Edit Menu, 180
Copy, 181
Cut, 181
E-Mail. See External Mail
e-mail button, 175
Emergency Key, 70
Employees. See Persons
Enabler Key, 66
Emergency Key, 70
Entering Records, 142, 190
Enterprise by HansaWorld
Structure, 219
Enterprise by HansaWorld
Changing To, 324
Closing Down, 73
Importing process appears to fail, 96
Installation, 17
Interaction with Skype, 46
Keyboard Commands, 216
Registering, 66
Restricted Mode, 66
Starting, 29
Structure of Registers, 11
Updating from Previous Versions, 101
Version Number, 187
Working Environment, 112
Enterprise by HansaWorld Manuals
Reading Online, 114
Error Messages
Account not registered, 222, 228
Code not registered, 222, 227
Cost Account missing, 223
Creditor Account missing, 228
Debtors Account missing, 222
Preliminary Account not found, 228
Sales Account missing, 221
Some records/blocks are locked, 134
Stock Account missing, 223
Escape Character
In exported and importable files, 137
Example Database, 27
Excel. See Microsoft Excel
Expenses module, 229
Exporting Data, 133
Exporting Reports to Disk, 119
Exports, 133
Attaching to the Personal Desktop, 208
345
Enterprise by HansaWorld
Raw Data
Restoring from, 99
I
F
Fields
Moving between, 145
FIFO
Calculating Prices, 236
Using to Calculate Gross Profit, 238
File Dialogue Window, 158
File Menu, 178
Page Setup, 178
Print, 147, 179
Send Fax, 179
Stop Auto Login, 35, 40, 180
Files
Attaching to Records, 198
Reading, 198
Removing, 203
Financial Years. See Fiscal Years
Fiscal Years
Ending, 269
Nominal Ledger setting, 277
Flips, 146
Fonts
Setting for Reports, 53
Forms. See also Documents
Assigning to Documents, 126
System Module register, 127, 128
G
Global Users
Technics Module register, 294
Goods. See Items
Goods Receipts
Stock Module register, 338
Updating Cost Prices of Items from, 238
Use of Objects, 250
GP. See Gross Profit
GP, Orders
Sales Orders report, 238
Gross Profit
Calculating from FIFO Values, 238
H
HANSA.HDB, 29
Hansamanuals.com button, 114
HansaWorld
Website, 101, 114
HansaWorld Directory/Folder
Contents, 26
HansaWorld.com button, 101, 114
HDB File, 29
Hier. Objects. See Hierarchical Objects
Hierarchical Objects, 264
History
Record menu command, 185
Hold button, 175
Home Community
Company Info, 52
346
Ignore Timeout Limit check box, 123
Importing Data, 134
Automatic, 138
Process Appears to Fail, 96
Imports, 134
Attaching to the Personal Desktop, 208
Automatic, manual file search. See Manual file
search
Character Set, 136
Date Order, 135
Date Separator, 137
Decimal Separator, 135
Escape Character, 137
Import Mode, 136
Manual file search, 97
Replacing existing data, 136
Thousands Separator, 137
Input Account
VAT Codes, 227
Installation, 17
Multi-user, 23
Single-user, 22
Integration, 219
Workflow, 12
Internet Enablers
System Module setting, 68
Invalidate
Record menu command, 184
Invoice Address, 305
Naming individual address lines, 307
Invoices, 220
Entering, 331
Generating Nominal Ledger Transactions from,
220
Objects
Assisted Object Entry, 255
Rounding to Nearest Monetary Unit, 223
Sales Account, 220
Sales Ledger register, 335
Updating Stock and Cost Accounts after, 222
Use of Objects, 253
VAT Output Account, 221
IP Telephony
Making Calls, 162
Item Group
Items, 315
Sales Ledger register, 315
Item Groups
Cost Account, 222
Sales Account, 221
Stock Account, 223
VAT Code, 221
Item History
Stock report, 236
Item Register, 315
Item Type, 316
ItemButtonsBlock.txt
Sample Data File, 62
Items
Base Price, 316
Building from Components, 317
Cost Account, 222
Cost Price, 317
Updating from Goods Receipts, 238
Item Group, 315
Item Type, 316
Keeping in Stock, 316
Index - J
Objects, 246
Picture, 317
Sales Account, 221
Unit, 316
VAT Code, 221
J
Job Status
System Module setting, 82
Journal Entries. See Transactions
Journaling, 88
System Module setting, 89
K
Key, 66
Keyboard Shortcuts, 216
KPIs
Personal Desktop, 214
L
Languages
System Module setting, 128
Using to determine Form and Printer when
printing documents, 127, 129
Launching Enterprise by HansaWorld, 29
Importing process appears to fail, 96
Limited Access module, 143
List invalid phone numbers
CRM module report, 168
List Window, 156
Loading Enterprise by HansaWorld, 29
Importing process appears to fail, 96
Loans, 229
LocalLoginBlock.txt
Sample Data File, 62
LocalLoginOptBlock.txt
Sample Data File, 62
Locations
Stock Account, 223, 231
Locking
System Module setting, 278
Logging Control
Technics Module setting, 185
Logging In
Active Module on Start Up, 282
Automatic, 180
Login button, 114
Login Options
Don't ask for Storing Auto Login Information, 180
Lookup Table
Using to Insert Data into Fields, 148
Loss
Posting, 275
M
Mail
Attaching Reports to, 121
Mailbox button, 115
Mailboxes
Entering, 281
Maintenance functions, 139
Attaching to the Personal Desktop, 208
Create Autoupdate Clients, 106
Rebuild Number Recognition Register, 167
System Message, 73
Unshare Registers, 196
Update Item Cost Price, 238
Manual file search
System Module Import function, 97
Map button, 176
Massive Cache, 98, 123
Master Control
File menu command, 178
Master Control Panel, 113
Calendar button, 115
Communicate button, 114, 159
Company button, 115
Company Logo, 28
Conferences button, 115
Documents button, 116
Hansamanuals.com button, 114
HansaWorld.com button, 101, 114
Login button, 114
Mailbox button, 115
Module button, 116
Opening, 178
Personal Desktop, 205
Reports button, 116
Resources button, 116
Routines button, 117
Settings button, 50, 117
SmartApps button, 116
Tasks button, 115
Master Password, 33, 38
Changing, 66
Media Options, 119, 126
Clipboard, 119
Excel, 120
Fax, 126
File, 119
Html as attachment, 120
Pdf, 120, 126
Pdf and E-mail, 121, 126
Printer, 119, 126
Screen, 119, 126
Menus
Edit, 180
File, 178
Operations, 147
Record, 182
Window, 187
Messages
Sending to all users, 73
Microsoft Excel
Opening Reports in, 120
Microsoft Telephony API
Making Calls, 168
Mobile button, 173
Mobile Phone
Establishing Calls on, 173
Modifying Records, 143
Module button, 116
Modules
Active Module on Start Up, 282
Changing, 116, 188
Expenses, 229
Granting Access to, 54
Limited Access, 143
No Access to, 64
Stock, 229
System, 49
347
Enterprise by HansaWorld
Multi-company Capability, 29
Multi-user Demo Installation, 42
Multi-user Installation, 23
N
Name
Companies, 56
Name of Company
Changing, 49
Names of Attachments
Changing, 201
New button, 142, 148
Next Record button, 146
Nominal Ledger
Entering Opening Balances, 325
Nominal Ledger report, 270
Nominal Ledger Transactions. See Transactions
Normalized Phone Numbers
CRM module setting, 167
Notes
Attaching to Records, 199
Attaching to the Personal Desktop, 209
Printing, 200
Reading, 199, 209
Removing, 203
Number of Users, 54
Number Series
Setting Overall Defaults, 278
Number Series Defaults
System Module setting, 278
O
Object
Persons, 244
Purchase Orders, 249
Sales Orders, 248
Object Type Control
Nominal Ledger setting, 247
Object Types
Nominal Ledger setting, 243
Using in Profit & Loss Report, 257
Objects, 240
Closed check box, 264
Closing, 264
Contacts, 245
Defaults, 244
Defaults in Goods Receipts, 250
Defaults in Invoices, 253
Defaults in Purchase Invoices, 251
End of Year Implications, 264
Hierarchical, 264
Invoices
Assisted Object Entry, 255
Items, 246
Separating, 245
Setting Defaults for different Persons, 244
System Module register, 243
Transferring from Customers to Orders, 248
Use in Deliveries created from Orders, 253
Use in Goods Receipts created from Purchase
Orders, 250
Use in Invoices created from Orders, 253
Use in Purchase Invoices created from Purchase
Orders, 251
Using in Profit & Loss Report, 257
Using with Accounts, 247
348
On Account A/C
Account Usage P/L, 229
Account Usage S/L, 224
On Account check box, 305
On Account Payments, 229
On Account Receipts, 224
Online Manuals, 114
Open Record
Operations menu command, Attachments, 198,
199, 2 0 2
Operations menu command, Master Control
Panel, 208, 209
Opening Balances, 324
Entering, 324
Importing, 339
Nominal Ledger, 325
Purchase Ledger, 338
Sales Ledger, 331
Stock Control, 338
Operations Menu, 142, 147
Attachments
Attach File, 198
Create Archive, 204
Create Mail, 203
Create Note, 199
Download File, 198
Edit Link Comment, 201
Open Record, 198, 199, 202
Show To Links, 201
Contacts
Create New Contact, 310
Documents
Define Document, 126
Master Control Panel
Change Password, 140
Create Archive, 212
Create Note, 209
Edit Link Comment, 210
Open Record, 208, 209
Program Mode
Set Master Password, 66
Reports
Recalculate, 154
Reopen Report Specification, 154
Optional Features
Autoscan Import Folder check box, 138
Documents on Threads check box, 126
Parallel Reporting options, 121
Options List
Using to Insert Data into Fields, 148
Output Account
VAT Codes, 221
P
Page Setup
for Documents, 125
for Reports, 118
Paper Clip. See Attachments
Parallel Reporting options
Optional Features setting, 121
Password
Changing, 140
Persons, 140
Remembering, 180
Paste Special, 148
and Access Rights, 285
Index - Q
Payment Methods. See Payment Modes
Payment Modes
Sales/Purchase Ledger setting, 224, 229, 334
Payment Terms, 305
Payments, 228
Generating Nominal Ledger Transactions from,
228
In Currency, 229
On Account, 229
Purchase Ledger register, 338
PBX Connections
Technics Module setting, 163
PDF Files
Printing Documents to, 126
Printing Reports to, 120, 121
Personal Contacts, 160
Personal Desktop, 205
Archives, 212
Creating, 212
Removing, 214
Renaming, 213
Attaching Notes and Comments, 209
Changing Names of Items, 210
KPIs, 214
Organising, 212
Reading Notes and Comments, 209
Removing Items from, 211
Web Links, 211
Working with Records, 207
Working with Registers, 209
Working with Reports, 120, 210
Working with Settings, Reports, Documents and
Maintenance functions, 208
Persons
Account, 229
Controlling Access to Enterprise by HansaWorld,
281
Entering, 281
Expenses, 229
Giving Access to more than one Company, 294
Object, 244
Password, 140
Picture, 317
Plain Items, 316
Port Number, 65
Preferences. See Settings
Prel Book. See Preliminary Booking
Preliminary Booking check box
Purchase Invoices, 227
Preliminary Creditor Account
Account Usage P/L, 227
Preview Icon, 148
Previous Record button, 146
Price List, 305
Price Lists
VAT Code, 221
Prices
Sales Account, 221
Print
File menu command, 147
Print Destination
Specifying for Documents, 126
Specifying for Reports, 119
Printer Dialogue
Appearing before Printing Reports, 121
Printer Icon, 147
Printers
Choosing where to print documents, 129
System Module setting, 129
Printing Reports, 153
Products. See Items
Profit
Posting, 275
Profit & Loss
Nominal Ledger report, 270
Producing for Different Cost Centres, 257
Producing for Different Object Types, 257
Program Mode
Default Company, 65
Server Port, 65
Technics Module register, 65
Purchase Account
Setting Default, 225
Purchase Invoices, 225
Entering, 338
Generating Nominal Ledger Transactions from,
225
Preliminary Booking check box, 227
Purchase Account, 225
Purchase Ledger register, 338
Use of Objects, 251
VAT Input Account, 227
Purchase Ledger
Entering Opening Balances, 338
Purchase Orders
Object, 249
Purchase Payment Terms, 305
Purchase VAT Code, 305
Contacts, 227
Q
Quitting Enterprise by HansaWorld, 73
R
Rate Gain Account
Account Usage P/L, 229
Account Usage S/L, 225
Rate Loss Account
Account Usage P/L, 229
Account Usage S/L, 225
Rate Round Off Account
Account Usage P/L, 229
Account Usage S/L, 225
Raw Data
Restoring from, 99
Rebuild Number Recognition Register
CRM module function, 167
Recalculate
Operations menu command, Reports, 154
Receipts, 224
Entering, 337
Generating Nominal Ledger Transactions from,
224
In Currency, 224
On Account, 224
Sales Ledger register, 337
Record Menu, 182
Attachments, 185
Cancel, 183
History, 185
Invalidate, 184
Send to Desktop, 185, 207
Record Window, 145
Button Bar, 146
Moving from field to field, 145
349
Enterprise by HansaWorld
Records
Attaching Files, 198
Attaching Notes and Comments, 199
Attaching other Records, 201
Attaching Reports, 202
Attaching to the Personal Desktop, 207
Copying, 183
Creating, 142, 183, 190
Current, 190
Deleting, 183, 190
Duplicating, 143, 190
Modifying, 143
Opening Attached Records, 202
Printing Notes and Comments, 200
Reading Attached Files, 198
Reading Attached Reports, 203
Reading Notes and Comments, 199
Removing Attachments, 203
Viewing History, 185
Registers, 188
Attaching to the Personal Desktop, 209
Brought Forward Balances, 326
Companies, 56, 59, 191
Contacts, 302
Forms, 127, 128
Global Users, 294
Goods Receipts, 338
Invoices, 335
Item Groups, 315
Items, 315
Objects, 243
Payments, 338
Program Mode, 65
Purchase Invoices, 338
Receipts, 337
Sharing information between Companies, 194
Simulations, 327
Structure of, 11
Transactions, 330
Registration, 66
Registration Wizard, 67
Reminders check box, 305
Remote Back-ups, 81
Removing Attachments, 203
Reopen Report Specification
Operations menu command, Reports, 154
Report Font
Company Info, 53
Report Window, 152
Reports, 118
Adjusting Page Setup/Magnification, 178
as Attachments, 202
Reading, 203
Attaching to Mails, 121
Attaching to the Personal Desktop, 120, 208, 210
Balance Sheet, 270
Changing Report Criteria, 154
Defining, 121
Drill-down, 154
Exporting, 119
GP, Orders, 238
Item History, 236
List invalid phone numbers, 168
Media options, 119
Nominal Ledger, 270
Opening in Excel, 120
Page Setup, 118
Printing, 153, 339
more than one Copy, 178
to a Printer, 119
350
to Clipboard, 119
to PDF files, 120, 121
to Screen, 119
Profit & Loss Report, 270
Recalculating, 154
Saving to Disk, 119
Searching in, 154
Selecting Print Destination, 119
Setting Fonts, 53
Specifying Printer Dialogue, 121
System Documentation, 270
Transaction Journal, 270
Trial Balance, 325, 339
Underlined Text, 155
Reports button, 116
Resources button, 116
Restoring from a Back-up, 94
Appears to Fail, 96
Restoring from a Raw Data Export, 99
Restricted Mode, 66
Round Off
System Module setting, 223
Round Off Gain Account
Account Usage S/L, 223
Round Off Loss Account
Account Usage S/L, 223
Routines
Documents, 125
Imports, 134
Maintenance functions, 139
Reports, 118
Settings, 130
Routines button, 117
S
Safety Back-up, 75
Automatic, 79
Restoring from, 94
SAF-T Reporting, 52
Sales Account
Account Usage S/L, 221
Item Groups, 221
Items, 221
Prices, 221
Setting Default for Invoices, 220, 336
Sales Invoices. See Invoices
Sales Ledger
Entering Opening Balances, 331
Sales Objects
Contacts, 245
Sales Orders
Object, 248
Use of Objects, 248
Sales Payment Terms, 305
Sales VAT Code, 305
Contacts, 221
Save button, 148
Scrolling
in a Browse Window, 142
Searching
in a Browse Window, 143
using a Wildcard, 143
Second Database Copy
Timed Operations, 86
Seconds a Report is allowed to Run before Timing
out
Timed Operations, 122
Index - T
Select Company Window
Bypassing, 65
Selection List
Using to Insert Data into Fields, 148
Send to Desktop
Record menu command, 185, 207
Server, 74
Server Port
Program Mode, 65
Service Items, 317
Services. See Items
Set Master Password
Operations menu command, Program Mode, 66
Settings, 49, 117, 130
Access Groups, 128, 281
Attaching to the Personal Desktop, 208
Available Client Version, 107
Backup Settings, 82, 92
Company Info, 49
Configuration, 54
Customer Categories, 302
Fiscal Years, 277
Internet Enablers, 68
Job Status, 82
Journaling, 89
Languages, 128
Locking, 278
Logging Control, 185
Normalized Phone Numbers, 167
Number Series Defaults, 278
Object Type Control, 247
Object Types, 243
Payment Modes, 224, 229, 334
PBX Connections, 163
Printers, 129
Round Off, 223
Shared Registers, 194
Sub Systems, 332
Supplier Categories, 303
System module, 49
Telephony Settings, 166
Timed Operations, 80, 84, 86
User Defined Fields - Contacts, 307
VAT Codes, 221, 227
Settings button, 50, 117
Shared Registers
Technics module setting, 194
Short
Companies, 56
Show To Links
Operations menu command, Attachments, 201
Shutting Enterprise by HansaWorld Down, 73
Simulations
Nominal Ledger register, 327
Single-user Installation, 22
Skype
Interaction with Enterprise by HansaWorld, 46
Making Calls, 162
Skype button, 162
SmartApps button, 116
SMS Messages
Sending, 174
Sorting
in a Browse Window, 142
Specification Window, 157
Ignore Timeout Limit check box, 123
Media options
Clipboard, 119
Excel, 120
Fax, 126
File, 119
Html as attachment, 120
Pdf, 120, 126
Pdf and E-mail, 121, 126
Printer, 119, 126
Screen, 119, 126
Print Dialog check box, 121
Starting Enterprise by HansaWorld, 29
Active Module on Start Up, 282
Stock
Calculating FIFO Price, 236
Shipping Goods, 233
Value Compared with Stock Account, 234
Stock Account
Account Usage Stock, 223, 231
Compared with Stock Value, 234
Item Groups, 223
Locations, 223, 231
Setting Default, 222, 231
Updating after Invoicing, 222
Stock Control
Entering Opening Balances, 338
Stock Cost Account. See Cost Account
Stock module, 229
Stock Transactions, 229
Stock Valuation Method, 316
Stocked Items, 316
Structure of Enterprise by HansaWorld, 219
Structured Items, 317
Sub Systems, 219
Nominal Ledger setting, 332
Subsidiary Companies. See Companies
Supplier Categories
Creditor Account, 227
Purchase Ledger setting, 303
Supplier Category
Contacts, 303
Supplier check box, 304
Suppliers, 302, 304. See also Contacts
Attaching Contact Persons, 310
Switchboard
Making Calls Through, 168
Switchboard button, 168
System Administrator
Granting Access to Technics Module, 286
System Documentation
System Module report, 270
System Message
Technics Module function, 73
System module, 49
Settings, 49
System Usage. See Configuration
T
Tabs, 146
TAPI. See Microsoft Telephony API
Tasks button, 115
Technics Module
and System Administrator, 286
Telephone Button. See Business Communicator
Button
Telephony Settings
CRM module setting, 166
Text Back-up
Creating, 75
Creating Automatically, 79
351
Enterprise by HansaWorld
Restoring from, 94
Storing Remotely, 81
Text Messages
Sending, 174
Text SMS button, 174
Thousands Separator
In exported and importable files, 137
Time, 317
Timed Operations
Continuous Database Copy, 86
Database Backup Path, 80
Database Backup Time, 80
Database Closing Time, 84
Database Copy, 86
Database Opening Time, 84
Second Database Copy, 86
Seconds a Report is allowed to Run before
Timing out, 122
Technics Module setting, 80, 84, 86
Transaction Journal
Nominal Ledger report, 270
Transaction Records. See Transactions
Transactions, 219
Credits and Loans, 229
Entering, 325
Generating from Sub Systems
Invoices, 220
Payments, 228
Purchase Invoices, 225
Receipts, 224
Nominal Ledger register, 330
Stock, 229
Transfer button, 176
Trial Balance
Nominal Ledger report, 325, 339
U
UKACCS1TXT
Sample Data File, 61
UKForms.txt
Sample Data File, 61
UKSTD.TXT
Sample Data File, 62
Underlined Text in Reports, 155
Unicode, 136
Unit, 316
Unshare Registers
Technics module function, 196
Update Item Cost Price
Stock Module function, 238
Updates
Obtaining, 101
Updating from Previous Versions, 101
Use Item Groups for Cost Accounts check box
Cost Accounting, 222
User Accounts. See Persons
User Defined Fields - Contacts
CRM module setting, 307
Users. See also Persons
Number of, 54
V
VAT Cash Discount
Account Usage P/L, 229
Account Usage S/L, 225
352
VAT Code, 305
Account Usage P/L, 227
Account Usage S/L, 221
Accounts, 227
Item Groups, 221
Items, 221
Price Lists, 221
Setting Default for Invoices, 336
VAT Codes
Input Account, 227
Nominal Ledger setting, 221, 227
Output Account, 221
VAT Input Account
Setting Default for Purchase Invoices, 227
VAT Law
Company Info, 53
VAT Output Account
Setting Default for Invoices, 221
VAT Zones, 306
Version Number, 187
Virus
Removing, 75
VOIP Telephony
Making Calls, 162
W
Web Links
Personal Desktop, 211
Web Pages
Linking to, from Personal Desktop, 211
Website (www.HansaWorld.com), 101, 114
Who Is Online button, 176
Wildcard. See also Paste Special
Used in Searches, 143
Window Menu, 187
Window Title, 56
Windows
Active Window, 141
Browse, 142
Business Communicator, 159
Asterisk button, 162
Conference button, 176
e-mail button, 175
Hold button, 175
Map button, 176
Mobile button, 173
Skype button, 162
Switchboard button, 168
Text SMS button, 174
Who Is Online button, 176
Closing, 141
Closing and Saving Changes, 182
Closing without Saving Changes, 183
File Dialogue, 158
List, 156
Management of, 141
Moving, 141
Record, 145
Report, 152
Specification, 157
Workflow, 12
Working Environment, 112
Write Offs Account
Account Usage S/L, 225
Index - Z
Z
Zones, 306
353